Tips for effective letter writing

Letters are especially appropriate when a formal record of communication with someone outside your organization is needed. For example, a letter may be written in response to a request, complaint or inquiry, or to formalize an agreement. Letters are also the best way to contact someone who is difficult to meet in person or reach on the phone.
Most organizations have a standard format for business letters. Usually, the date goes under your organization’s letterhead. The name, title and address of the person who will receive the letter go above the greeting, as in the example on the opposite page.

The text of most business letters includes the following parts:

• An introduction or reference to previous communications, past issues, etc., if appropriate
• An update or summary of the current situation – or any new information or requests
• Possible resolutions of actions
• A polite closing

Keep in mind that you represent your organization when writing to people outside your organization. It’s important to be clear, concise, courteous and professional. Always check your letters for typing error omissions and other mistake before signing and sending them out.

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