Content & Style

Golden Rules for writing letters (including faxes and memos)

1. Give your letter a subject line if it will make it easier for the reader to understand your purpose in writing.
2. Decide what you are going to say before you start to write or dictate a letter. You should always plan
ahead
3. Use short sentences
4. Put each separate idea in a separate paragraph. Number each of the paragraphs if it will help the reader to
understand better.
5. Use short words that everyone can understand.
6. Think about your reader. Your reader ...
....must be given all the necessary information: Your letter should be COMPLETE
...is probably a busy person with no time to waste: Your letter should be CONCISE
...must be able to see exactly what you mean: Your letter should be CLEAR
...likes to read a letter which is written in a sincere, polite tone: Your letter should be COURTEOUS
... should not be distracted by mistakes in grammar, punctuation or spelling:
Your letter should be CORRECT

Planning a letter: 7 steps

1. Write down your aim: what is the purpose of this letter?
2. Assemble all the relevant information and documents: copies of previous correspondence,
reports, figures, etc.
3. Arrange the points in order of important. Decide which points are irrelevant and can be left
out. make rough notes.
4. Write an outline. Check it through, considering these questions:
- Have you left any important points out?
- Can the order of presentation be made clearer?
- Have you include anything that is not relevant?
5. Write a first draft, leaving plenty of space for changes and revisions
6. Revise your first draft by considering these questions:
- Information: Does it cover all the essential points?
Is the information relevant, correct& complete?
- English: Are the grammar, spelling and punctuation correct?
- Style: Does it look attractive?
Does it sound natural and sincere?
Is it clear, concise and courteous?
Will it give the reader the right impression?
Is it the kind of letter you would like to receive yourself?
7. Write, type or dictate your final version.