The letter may be defined as a message in writing addressed to someone for a specific purpose. The purpose may be to get action, to build goodwill or to provide information. Therefore, the letter should be effective enough to accomplish its specific purpose - to evoke desired action. How to infuse a letter with 'character' to make it effective?

Effective presentation of a letter should follow the below categories:-

1) Know the purpose of the letter

Be clear in your mind what exactly you want to say. If you are not clear, the reader cannot make out why you sent the letter. Ask yourself, "Why am I writing this letter?" Every business letter has a specific purpose and a general purpose. For example, ign a collection letter, the specific purpose is to ask for payment and the general purpose is to maintain customer goodwill.

2) Visualize your reader

Your next step is to determine to who you are to write. Make a mental picture of the person to who the letter is being written. Try to know him first. Who is he? Is he your superior? Or is he a stranger? Plan your strategy of approach according to the reader and the given situation. Consideration of the reader is a very important factor in letter writing. It means adapting the message to the reader and writing it in language that the reader understands at first reading. A layman does not understand technical terms. Therefore, remember to adopt your language to the background of your reader.

3) Choose the ideas you wish to include

Jot down all the ideas and check if you have omitted any item of information. See the unimportant information is not mixed up with the essentials. If you are clear about the purpose, you will also be clear about what should go into your letter.

4) Get all the facts

If your message must be backed up by any specific statistical date, company policy, product details, address, or statement, check with the proper source of accuracy of facts and figures before writing the letter. This practice will eliminate any possible error in communication. Even a small error will cause loss.

5) Organize your ideas

After choosing the ideas, present them in a logical sequence. Highlight the important points and make a passing reference to the minor ones and arrange them in the most suitable order to avoid confusion and misunderstanding. Remember, just a random collection of facts does not produce a good letter. Only a well presented message succeeds in achieving its end. It is a trained mind that can sort out facts and arrange them in proper order in the letter. "Disorganized writing reflects a disorganized mind."

6) Revise and proofread

It is part of your job to be an editor too. Revise what you have written or dictated. Rewrite if you must. Even the best writers re-read and re-write the letter till they are satisfied with its content and structure, its presentation, correctness of facts, clarity of expression etc. A type written message should be carefully proofread and any error should be corrected before it is mailed. In fact, no letter should be signed and mailed unless you are certain that it is correct in all respects. After all, your letter must reflect favorably on you and your company, and must get the response you expected. As the saying goes, "You grow in skill as you play the game."

Visit http://www.101businessletter.com to learn more business letter samples.

Jean Taylor
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