Know why you re writing

Many people begin writing before they know what they re trying to accomplish. As a
result, their readers don t know
where to focus their attention or what they re supposed to do with the message. So
much depends on your purpose in
writing that you must fix it firmly in your mind. What do you want the outcome t
o be Do you want to persuade
someone to sign a franchise contract, for instance Or to stop using your tradema
rk without permission Or to come to a
company reception
Say clearly and convincingly what the issue is and what you want to accomplish.
With every sentence, ask
yourself whether you re advancing the cause. That will help you find the best word
s to get your message across.
Form follows function
Say your firm rents space in an office building that has thoroughly renovated th
e entrance and the entire first floor. Your
general counsel has alerted you that the landlord has violated the Americans wit
h Disabilities Act (ADA). For example,
there are no wheelchair-access ramps or automatic doors. You ve decided to write t
o the landlord. But why are you
writing? The answer to that question determines much of what you ll say and all of
the tone that you ll use. Consider
three versions of the letter you might write:
Version #1
You re good friends with the landlord, but you think that the law should be follow
ed for the good of your
employees and your customers. Purpose: to gather more information. Tone: friendl
y.
Dear Ann:
The new foyer looks fantastic. What a great way for us and others in the buildin
g to greet customers and
other visitors. Thank you for undertaking the renovations.
Could it be that the work isn t finished? No accommodations have yet been made for
wheelchair
accessibility as required by law. Perhaps I m jumping the gun, and that part of the
work just hasn t begun?
Please let me know.
Let s get together for lunch soon.
All the best,
Version #2
You re on good terms with the landlord, but on principle, you don t like being in a
building that isn t ADAcompliant.
You have a disabled employee on staff, and you want the situation righted. Purpo
se: to correct the
oversight. Tone: more urgent.
Dear Ann:
Here at Bergson Company, we were delighted when you renovated the first floor an
d made it so much
more inviting to both tenants and visitors. We are troubled, however, by the lac
k of wheelchair-access ramps
and automatic doors for handicapped employees and customers, both of which are r
equired by state and
federal law. Perhaps you re still planning that part of the renovations. If so, pl
ease advise.
If this was a mere oversight, can you assure us that construction on ramps and a
utomatic doors will
begin within 60 days? Otherwise, as we understand it, we may be obliged to repor

t the violation to the

Vermont Buildings Commission. Without the fixes, you may be subject to some heft
y fines but we feel
certain that you have every intention of complying with the law.
Sincerely,