Most of the time, we send letters to share info or
feelings, vent, try and persuade someone of something, or to actually come-up
with a fair resolution to a situation. Ideally, a letter shares info, educates,
frames the situation, and presents at least one solution to improve the problem
and motivates and persuades the reader to take action.
In essence, a business letter will attract, inform, call
to action, and convert the reader to do what you or your business requires. For
this strategy to work, the letter must be written to the correct person (never
write a letter to someone that cannot directly help change the situation). Also
keep the informal chain of power or command in mind. What?
Yes, more things are done informally than are achieved
formally. How? If you want to get something done on a college campus around
Atlanta, Carrollton, or Kennesaw, who would you address the letter to? The Dean
of the College, or the Secretary to the Dean?
Easy, the Secretary is the one that is in touch with
everyone (formal and informally) and knows the functional and practical aspects
of how things are really done. The Dean might make great decisions, but he or
she likely is clueless about how changes are actually carried-out. Thus, send
your letter to the right person. (Get the informal system on your side, or at
least write to both – giving responsibility to one or the other.)
After you have directed the letter to the correct person
or people, informed them about the current situation, and proposed viable
changes – make sure that you persuade the reader(s) to join you in your
solution. How?
Get them vested in the outcome. Show them how it is a
win-win situation for everyone involved. Work with them; speak with them in the
letter NOT AT them. Get it?
By the same token, always write or speak “in passing,”
with the reader following your writing’s assumptions as if they are understood
to be the absolute truth (which they should be). Write to a great extent like a
knowledgeable editorialist.
Always end your letters with some form of time frame
and/or next action to be taken. Never leave letters open-ended. Do not give the
reader a way to stall or be inactive. Prompt action, but be courteous yet firm.
I am Jimmy Hall (404-580-1501) and I write business letters and
personal letters for people and organizations in Atlanta and nationwide online.
I would like to assist you soon. My writing service also crafts business plans,
resumes, and other writing projects.
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