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Letter
Writing: It's Easier Than You Think
By Jane Watson
Over
7 billion letters are produced each year in Canada. They relate
to jobs, relationships, fund-raising, public relations and
sales.
Most
of us are capable of writing intelligent, persuasive letters.
However, many writers fall down in the attempt because they
are applying outdated writing styles to today's business requirements.
This causes their written materials to be cold, long-winded,
and difficult to read.
The
key for writing in this century is to produce letters that
build relationships. Here are some tips to ensure your writing
style is reflective of the new millennium.
- Write
with the reader in mind: what does he want to know; what
does he need to know. Omit all other details.
- Use
words the reader can easily understand. If he or she is
familiar with jargon, use it. Otherwise, choose simpler
words.
- Don't
waste your reader's time with cold, useless phrases: as
per, we are in receipt of, we wish to acknowledge Jump
in with why you are writing: I need your assistance to,
As you requested, here are
- Make
it easy for your reader to interpret the message Use plenty
of white space and wide margins. Keep sentences short.
Readers' attention drops off after the 18th word. If you
add a 19th, it better be good.
Long paragraphs intimidate. Opening and closing paragraphs
should run no longer than three lines and nothing in the
body over ten lines.
- Keep
the tone warm. Use the reader's name. Write about what
you can do — not what you can't. If your purpose
is to inform or persuade, use the word you more
often than the words I, we or it.
- Always
give your readers a WIIFY. What's in for you. Too
many writers stress their own importance, or the wonders
of their product/service without spelling out the benefits
to the reader.
- Close
with what you want the reader to do next. If you have
a date, give it. Never use the ambiguous term as soon
as possible. Wrong and overused: If you have any questions,
don't hesitate to contact me. Better: If you have any
questions, please call me at
Remember,
today's readers are drowning in paper, and they don't necessarily
have time to read and follow up on your correspondence. However,
if you write in a warm, easy-to-understand, concise style,
your chance of having your message acted upon will greatly
increase.
©2006,
Jane Watson is dedicated to advancing business communications.
She is a consultant, author, keynoter and trainer and can
be reached at jane@jwatsonassociates.com
or (905) 820-9909.
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