Letters Can Persuade People Or Make Them Weep

Letters are the most traditional, formal, and basic technical communication used to exchange information between two organizations.

Writing a letter is like all technical document work. The elements involved remain similar and include:

• Get the information.
• Create the outline.
• Write the draft.
• Do the revisions.

Letters have a heading, inside address, salutation, body, complimentary close, signature, and reference initials. Additionally, some also may include one or more of the following notations: attention, subject, enclosure, and copy.

A letter must be courteous and positive because it is communication between two persons. Also, to be effective it should be accurate, clear, comprehensive, ethical, and professional.

Letters come in many types: inquiry, sales, claim, adjustment and legal.

Inquiry letters ask the reader questions in order to obtain information.

Sales letters are written to be read and persuaded to buy something. This technical document normally meshes with the marketing campaigns of large corporations.

A claim letter is a polite and reasonable complaint. Usually following the purchase of faulty goods by hurt party.

The adjustment letter is a response to someone's claim letter. It's purpose is to calm the customer and explain how the situation will be resolved.

A legal letter could be an inquiry type, claim, adjustment, information or a threat to reader about a pending lawsuit.