How to organize a letter.
Henry David Thoreau once apologized to a friend:
"Please excuse me for having written such a long letter, but I did not have time to write a short one." Your business letters, to be effective, must be organized, clear, direct and short. Writing letters with these qualities takes time (at first) and effort. Before you begin writing the letter, organize what you want to say. The simplest way to organize your thoughts is to arrange them around three characteristics:
1. one or two main points arranged with the most important point first
2. several examples to support each point
3. one or two comments on each example
EXAMPLE:
We need to make three major investments. The first will be in more computers. Our productivity will increase with two more in accounting and one in personnel. These computers will free up staff for more important work.
We can also use these computers for word processing, since they come bundled with WordPerfect and other productivity software.
Prices for computers have never been better than right now. If you buy within the next month, we'll save up to $1,500.
The second major investment we need to make is . . .
Choose a letter format.
#1 Straight-line format
This kind of letter presents information in an alphabetical, numerical or chronological order. This format is useful for purely informational letters. Straight-line letters do not usually contain recommendations or conclusions.
Advantage: easy for the writer to organize
Disadvantage: tends to produce dull letters if the style is too methodical or the letter too long
EXAMPLE:
overview
state series of events or facts in straight-line order
give explanation if needed
conclude
#2 Building-block format
You'll remember this format from composition classes. It opens with an introduction and then builds up a logical argument bit by bit, step by step until conclusions and recommendations are reached.
Advantage: good for developing an argument and for leading readers to your conclusion
Disadvantage: withholds key material until the end
EXAMPLE:
define problem (who, why, what, where, when, how)
define solution in a sentence
evaluate solution (list reasons for choosing it)
#3 Inverted-Pyramid format
In the inverted pyramid format, the most important information is presented at the beginning and less important information is placed at the end. Letters of this kind open with a solid introduction and are followed immediately by conclusions and recommendations. The introduction always contains enough information to prepare the reader for the conclusions and recommendations. In a sense, the inverted pyramid is the building block format with the conclusions and recommendations rearranged to better serve the reader.
Advantage: gets to the point quickly
Disadvantage: presents conclusions and recommendations before supporting materials have been developed
EXAMPLE:
put your most important point up front
focus your reader's attention on it
explain your most important point
support and develop your most important point
Follow these six rules for arranging information.
1. good news before bad news
2. requests before justifications
3. answers before explanations
4. conclusions before discussions
5. summaries before details
6. generalities before specifics