Work Letters: Writing Workplace Letters/Chain Of Command 404-580-1501

Often times employees (whether managers, office workers, warehouse employees, laborers, or executives) find themselves in the position of needing to compose a written communication to someone above them in the chain of command. Perhaps you are one of them?

There is a secret for success in writing workplace and business letters. It all starts with the letter writer addressing the letter to the correct person. It does little, if any, good to simply write a memo or communication to “someone” higher-up and expect something to be done (unless you know them well and they like you).

Write To The Correct Person

Indeed, you must write to exactly the correct person with the interest and authority to make your desired changes occur. (In many cases their secretaries are actually the best choice, but that is a discussion about the informal chain of command for another time.) Do not waste your time writing to anyone not directly involved with the sphere of the situation.

Once you discern who should be contacted, then you must address them in a courteous manner (even if they are a part of the problem) and demonstrate due respect for their position and your respect for the chain of command. Their impression of YOU is important.

Provide Information In Context/Demonstrate Problems

Next, explain the general situation in context. Be informative. Provide a concise and interesting take on what is going on; then isolate the particular problems that need to be addressed.

Involve The Reader

It is then important to frame the situation in such a way as to make the reader feel compelled to be directly involved in an ongoing manner. Make sure they see the upside of their involvement or the downside of their not being involved. Demonstrate this vested interest.

Provide Potential Solutions

Then, you should provide one or more potential solutions that benefit all parties involved in the dilemma and improve things. Never just write a letter complaining about something without also providing possible answers and solutions. Put some thought into it. The less time and thought the decision-maker needs to put in it, the more likely they will apply or implement the desirable changes.

Thank The Reader/Propose Further Contact

After doing all of this, you should then thank the reader for their time and consideration and propose or mention a concrete time frame and way to resume the dialogue (with a meeting or call, etc). Close nicely, but firmly – do not just put yourself or your cause at their mercy! Accountability matters, even with respect to time.

I am Jimmy Hall (404-580-1501) and I write workplace letters, business letters, personal letters, and many other forms of letters for clients – in addition to their other copywriting needs on the Web or in hard copy. HJimmy577@aol.com .