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WRITING EFFECTIVE

LETTER
DETERMINE THE PURPOSE OF LETTER

a purpose statement is a declarative


sentence which summarizes the specific
topic and goals of a document.

To be effective, a statement purpose should be:


Specific and precise Clear
Concise Goal-oriented
DETERMINE THE AUDIENCE OF LETTER

Identifying your audience should do more


than just cause you to make sure the terms
you use are clear. It should help you focus
on the reader's needs.
KEEPING YOUR LETTER
SHORT
WRITING WITH THE YOU ATTITUDE

The “you-attitude,” a writing style and a


philosophy, places the reader’s interests
foremost in your writing. It is based on the
principle that the readers are more concerned
about their own needs than they are about
yours. Rely on the following you-attitude
principles:
•Look at situations from the reader’s
perspective
•Emphasize what the reader wants to know

•Respect the reader’s intelligence

•Protect the reader’s ego


You attitude principles involve more than
using you and your; it means seeing from
the reader’s viewpoint and seeing reader
benefits, and writing accordingly.
To apply the you-attitude, use the following
techniques:
Write with a specific purpose in mind, but focus not on what
you will gain but on what the reader receives, wants, or can
do. Not "We are shipping your order . . . " but "The pair of
shoes you ordered . . ."
Refer to the reader’s request or order specifically.
Anticipate, but don’t presume to know how a reader will react
or feel.
When writing to a person, highlight them or In other words,
choose the second-person point of view over first or third.
Conversely, in negative situations, avoid the word
“you.” Protect the reader’s ego by using more impersonal
expressions and passive verbs to avoid assigning blame. You
made no allowance for inflation in your estimate. No
estimate for inflation has been made in this estimate
(passive). This estimate makes no allowance for inflation
(impersonal).
Emphasize the positive by replacing words that contain
negative connotations or denotations.
Make information accessible: organize and format more,
according to established conventions; include clear topic
sentences in all paragraphs; and for long documents, use
headings to separate sections.
Write clearly and briefly: avoid jargon, inflated vocabulary,
wordiness, and unnecessary information.
Don’t hope your reader infers correctly. Explain explicitly
the significance and/or relevance or your information.
ORGANIZING YOUR
WRITING