3 Keys for Writing a Strong and Purposeful Letter

At some point in our lives, every one of us has written a letter. Whether it was to catch-up with a distant friend, thank a family member for a gift, or present Santa with a long list of Christmas wishes, we had no problem writing our letter and sending it in the mail. Yet, for some reason, when it comes to the business world, many of us are hesitant to write a letter. We may doubt its importance or feel intimidated by its formality. Most of the time, we’re just unsure of how to put our thoughts into organized words.

Writing a letter is a great method for contacting someone and presenting your ideas without being intrusive. Although it is just as important and effective as speaking with others face-to-face, it is one of the most underdeveloped and unused tools in the business world. When you know how to write a well-developed letter, you open up opportunities and possibilities for effective communication.

No matter the purpose of your letter, chances are you can find a template online or in a book that will help you structure its components. However, there is more to a letter than knowing where to put the date and salutation. An effective letter is an invitation. It is an introduction that encourages and elicits a response from the recipient. Therefore, every word you use is influential in determining how you and your message will be received and if it is strong enough to generate the desired response.

There are three keys to remember when writing an effective letter: 1. Be relevant, 2. Be concise 3. Elicit action. Understanding these concepts will help you create a letter that is well-written and purposeful.

1. Be Relevant

Unlike an unexpected phone call or visit, letters are wonderful because the recipient can read them at their convenience. However, it’s important to remember that you are still interrupting what could be a very busy day for them. Make sure that your letter captures and keeps their attention by making every word relevant.

Being relevant means that your letter focuses on what is important and interesting to the recipient, not to you. If you are trying to persuade them to consider a product or idea, explain to them how that product or idea would help them. If you are writing a cover letter for a job interview, describe how having you on their team would benefit their company. It’s okay to talk about yourself, but do so in a way that puts the focus on them instead of you.

2. Be concise

Remember, a letter is an invitation, and invitations are never long. No matter how relevant the material may be, too many words will dilute your message. Writing too much is as bad as learning everything there is to know about a person the very moment they ask you out on a date. Being too wordy or lengthy will only confuse the reader and distract them from the letter’s purpose. Make your letter a simple but powerful introduction that arouses curiosity and interest. Trust in your message and let it speak for itself.

3. Elicit Action

Without purpose, your letter is meaningless; it produces nothing and is easily forgotten. The strength of your letter is in your ability to encourage action. Whether you are trying to get someone to buy a product or you are trying to get an interviewer to give you a call, recognize the purpose of your letter and shape your message around it. You must take their hand at the salutation and direct them through your message, leaving them at the end of the letter only after you have shown them the next place to go. If you make the journey easy on the reader, they will be more likely to do what it is you are asking of them.

The impression you make in a letter is just as important as the impressions you make in person. It can affect a person’s decision to call you, interview you, or do business with you. Use the brief time you have to make a real impression on the reader; one that promote communication and encourage them to accept the invitation you have offered.