Planning of letters

Some of you got confuse about how to write letters as well and objective why you write letters. Of course, if you as to be a writer letter you will write an outline of your letter and construct it to avoid unclear theme and topic on your letter. The letters can flow easily and show detailed when the time directly going to outline and more constructively to other areas of your business. There are three essentials key how to planning any letters:

1. Researching the facts

Finding a sense about what about you will write and make it most effective at the letter. If you wing whatever comes into your head, definitely you will get end up confusing and getting difficult. Getting the fact before you make a draft about the topic. For example about Takeshi Sato as the customer. The first step you will get the fact is

Ø  Is committed to existing business relationships

Ø  Places importance on a personal relationship between the professional and the customer

Ø  Often suggests ideas for improving business practices and professional/customer relationship

Ø  Has a strong interest in reducing cost

After getting the information, try to imagine the person into writing. To explore, you might know something the business dealing with the customer. Make the correction and learn as much as possible and it will be pointed to that reader. Put up your attention on topic and theme which it was cover your writing overall. Once again, the simples and rub it is writing your topic on a piece of paper to cover. Make sure that you work into writing a sentence to make discussion about the customer.

Let’s get a stick with the sample of the customer. You have had a business meeting with Mr. Takeshi Sato and you want to write a follow-up letter. You already know something about his personality from the earlier research you did. You decide you want to cover the following topics in your letter:

Ø  Thanks for meeting

Ø  His idea for a lockbox

Ø  Appreciate his views on business

Ø  Arrange for another meeting

The main thing of your letter is the customer Mr. Takeshi Sato know what are you writing and you have to ensure that your ideas covers the letter about issues that of correlate to him. Timeliness is Excellency opportunity in any letters, including the one we are using as an example. You want your letter well accepted to the customers while the ideas being discussed are still fresh in both of your minds. As you researcher, determine how long discussion has been taking place about the topics to be included in your topics and what, if any, action has already been taken. The fundamental rule to remind in all of your correspondence is that timeliness is essential for effectiveness.

2. Analyzing the subject and reader

Knowing the person to whom you are writing and completed your research. After the good idea on your topics covers, you must analyze it and you can logically sum up it for the best results. Some outline is good attention in order you’re writing and imagining in the letter. Your outline is flexible but it must logic and go ahead related your ideas and drop them before completing. This is the sample outline your letter as follows:

Paragraph 1 (Thanks for meeting and appreciate views on business)

Paragraph 2 (Idea for lockbox)

Paragraph 3 (arrange for another meeting)

You’ll notice that the differences between this rough outline and the list of topics jotted down earlier is the order. The order is an important function of the outline. The simple and effective letters is ordered logically and well enough for you to know where it’s going. Making the letters more elaborate, an outline help you to remind the fact and the best order in which you want to present. First thing your letter is aimed toward the reader. If you focus on subject matter, you have to use all research and information that you have. Thus, the information can give brief analysis about the characteristics, interest, and personality of the customer.

There are outline in draft of paper or in your head, you can now begin to write your letter. Keep in mind that, in order to be as clear as possible, you should write simple sentences and avoid any unnecessary information. Make sure you write according the topic and get your point across most clearly, write about one thing at a time. For example:

Thank you for an interesting meeting yesterday. I appreciate the time and information you shared with me. (Showing paragraph 1)

Giving more attention to the reader about your topic and if you in a place and start rambling, you’re bound to get off the track and lose the reader. Remember to write effective and must able grab your reader related everything you write and the reader can react positively. Another important thing is the idea placed beginning or ending of paragraph will be often stand most clearly to the reader and give emphasize in your letter writing.

3. Knowing your objectives and how to accomplish them

Keep in mind your goal about set up your plan and write your letter. When doing writing, make sure that your goal clearly in every paragraph. After you did research, you will be helped automatically write your letter and the reader to be familiar related your letter goal. This the sample letters:

Thank you for an interesting meeting yesterday. I appreciate the time and information you shared with me. I can understand your sense of loyalty to existing business relationships and the importance you place on knowing and being known by the people you do business with (Paragraph 1).

During our conversation you suggested that a lockbox arrangement might speed up the collection of cash available for investment. I would like to investigate this possibility and estimate the dollar benefit to your company (Paragraph 2).

I will give you a call early next week to arrange lunch together as you suggested. Thanks again for your time. I look forward to doing business together (Paragraph 3).

Finally, before you write you should decide what a plan is and topic about your letter will you write. Therefore, you can doing research, analysis, and knowledge the goal of your letter will be cover.

Jeffrey L. Seglin and Edward Coleman. 2002. The AMA handbook of Business Letters. US: AMACOM.