No matter where you are in life or what kind of business you run, everyone uses and sends letters as a means of communication. It might be in an email message, a text message or sent via the standard postal service, but regardless of the method chosen, the letter is always a form of communication that never goes out of style.
Above and beyond being a dynamic method of communication, a letter has the power to touch the heart of a reader or leave them cold in their tracks. In fact, a well written letter can open doors, invite new business or communicate a heartfelt apology. In contrast, a poorly written letter can shut you out before the reader ever gets to the second sentence.
Whether you are preparing a letter of introduction about your business, a cover letter as a companion piece to a resume, a sales letter that sells your services, a letter of reference for a colleague, a fundraising letter for your important charity, a letter of complaint when you’ve been dissatisfied or a letter of acknowledgement giving someone the praise they deserve, the letter is one of the most important pieces of communication you will ever write. Regardless of the subject matter, a letter gives you the opportunity to be heard.
So, what is it about a good letter than can make such a huge difference? Simply put, when your letter is effectively written, which means it is constructed in a polished, perfected message, you have the greatest opportunity to make an impact. For example, recently one of my clients was up for a promotion and he asked for my help with a thank you letter to the potential employer. Everyone knows how important it is to send a thank you letter after an interview, but presenting your thank you letter correctly can mean getting the job or being shot down. In this case my client got the promotion! Another example of good letter writing came about when one of my clients was having some issues with a government agency. Getting the attention of an official in a government office can be quite daunting, yet after helping him with a great letter, he got a response and an invitation for a meeting.
If you have something important to say, putting in the extra effort can make all the difference. One of the most important tips in writing a good letter is trying to write it in conversational style. It’s not enough to just write the letter and check for spelling errors. It’s important to read the letter out loud, to yourself and even to someone else, just to make sure you’re conveying your message effectively. Even a formal letter should sound as if you are speaking directly to the person. In other words, you have to hear the letter, see the letter and review the letter in different settings. It’s actually amazing how different the letter will sound when you read it out loud or to yourself. It’s also a good idea to write the letter and then sleep on it until the next day.
As a professional writer, I have helped thousands of clients by creating exceptional letters, yet I never send the finished product until I feel satisfied that the letter sounds perfect to my ears. Believe me when I say, if you spend time perfecting your letter, more than likely you will reap the benefits. And if you feel uncertain about your writing abilities or if you’re just too close to the subject matter you can always select a writer who loves writing letters.
