A new client called for help in writing business letters. She works for a non-profit organization and letters are important. They use them primarily for fund raising but they include everything from providing information, board meeting summaries, to announcements of events. Interestingly, my client says she forgot how to write the traditional way because she used the social media and email exclusively.
I thought there are probably more readers who could use an update about how to write letters. I think the last one I wrote was requesting that a clinic forward my test results to my physician. I confess, it was almost a note rather than a letter but I wanted a paper trail because I was told they never received the email. Sound familiar?
- Most business letters have two goals:
- they want the reader to take action and they want to maintain good public relations with the reader.
For instance, if my client has someone who pledged to contribute $100 dollars to her cause and the pledge is long over due, a threatening letter may possible bring in the money but that person will never support the cause again. Nobody likes to be threatened.
My point is that whatever type of letter you plan to write, write it from your reader’s point of view, not yours.
For example another letter to the person who didn’t pay his pledge might read:
I understand your financial problems but if everyone withheld their payment, we wouldn’t be able to support to families with a child who has a bipolar condition. Please be fair to us and our clients and pay your pledge as soon as possible.
That letter may not be threatening but it’s still written from the point of view of the writer not the reader. If your reader has a problem they don’t care about your problems. If you can solve their problem then maybe they’ll help solve yours.
For example:
Thank you for your efforts to pay your pledge. I am enclosing a brochure from the local Area on Aging that has tips on ways you may want to use to get services that are subsidized for your elderly parents. I understand the problems sandwich generation parents face. If you’d ice, I can call City Social Services to send a counselor to meet with you and help you manage your responsibilities. Please call me at the number below.
I hope these steps and the payment of your pledge will allow us to serve you and the community better.
I still don’t know if the reader will pay her pledge but my guess is that she’ll pay at least part and maintain good relations with the cause. My recommendations for good letters:
- Keep your request in the context of a benefit to the reader.
- Keep your message personal.
- Keep it clear and simple.
Much success with your letter writing.
More about letter writing in my next post.
Ruthan
Ruthan Brodsky
Copywriter & Content Creator
Business Writer
Health Writer
