Letter Review
Every letter should follow four rules:
1.
2.
3.
4.
Be direct. (State the good news or main point early in the message.)
Be brief.
Be clear.
Be polite.
#1 Persuasive letter
1st sentence of first paragraph: Hook the reader’s attention. Create appeal to the problem
Establish a position
2nd paragraph: Consistently defend position Sufficient concrete details (CD) and commentary (CM
Details are listed as benefits to the reader Create a logical or emotional appeal
3rd paragraph: Restate position Call to action/suggest next step Contact information presented End
in positive way
#2 Informative Letter
1.
2.
3.
4.
Purpose is clear;
details are reader friendly,
details are complete and accurate
friendly close anticipates action.
Purpose
1. Detail
2. Detail.
3. Detail
Close and contact info
#3 Complaint Letter
A complaint letter is actually a letter of persuasion. If you don’t persuade you are wasting your time.
A good letter leaves the reader able to say “OK” and your solution is met. A really good letter lays
all the parts out and lets the reader actually state your solution for you. Then you have a chance to
negotiate, or at least be gracious.
1. When is it reasonable to write a complaint letter?
2.
3.
4.
5.
Whom do you write to with your complaint?
How are you supporting your claim?
What are you asking for?
How are you going to make easy for the right person to do what you need?
#4 Bad News
Buffer: When writing a buffer, communicate something you can agree on, an appreciation of the
reader, or a statement of fact.
Reason: This section of the letter presents the logic behind the bad news. When writing the
explanation, use clear and detailed business reasoning (don’t get personal!) and simple explanations
(avoid “it’s our policy” statements).
Bad News: When writing the bad news, make sure it follows naturally from the explanation. Be
tactful, but don’t bury your refusal in double-talk. If possible, talk about what you can do rather
than what you can’t do.
Friendly Close: When writing a friendly close, avoid apologies and conclude with a statement of
appreciation and the possibility of future business.
#5 Letter of recommendation
Paragraph 1: State the reason you are writing. Tell them how you know this person.
Paragraph 2: Tell them two areas why they are outstanding.
Paragraph 3: Restate in slightly different words why you are making the recommendation. Tell
them how they can reach you by telephone, email, cell phone etc.