Letter Writing Tips

Make It 

 

It’s incredibly easy to get side-tracked when writing letters, especially if you’re feeling upset or emotional. Remember: You are writing to make a point, clarify an event, make a request, and create a paper trail. Refer back to the sheets of paper you used during the brainstorming stage. Have you answered these three questions?

• Why are you writing?
• What is the point you want to make?
• What do you want?

Talk out loud. Avoid vague words, jargon, and long rambling sentences. Use short words when possible. If you naturally use long words to express yourself, try substituting short words that mean the same thing. Long rambling letters put people off because they are hard to read. You don’t want this to happen. You want the reader, your Stranger, to enjoy reading your letter.  

Make It Short

 

Say what you have to say. Be succinct. Most people don’t have the time to read long letters. If you repeat yourself, you’re wasting the reader’s time and your letter will generate a negative response. Keep your message short and to the point. 

There is one exception to this rule. If you are writing a letter to request a due process hearing, then the letter needs to be a comprehensive "Letter to the Stranger." This letter should tell story, from the beginning, using visual imagery.  

 

Make It Alive

 

Speak directly to the reader. Use the same words and figures of speech you use in your day-to-day speech. Think about the Stranger as a real person. Visualize the Stranger and imagine yourself talking with him about your problems. This is the person you are writing to. You’re not firing a letter off to the person who chaired the IEP meeting and didn’t have the courage to tell you that the school had just suspended your child, as you see in the example below. 

Use words like "you," "we," "us," "our" to make your letter more personal. Everyone who reads the letter will feel that the message is directed at them. 

 

Make it RIGHT

 

Letters filled with errors are distracting. Readers get so distracted by misspelled words and poor grammar that they miss the point. If you send a letter that’s filled with mistakes, your real message is that you are sloppy and careless. If you prepare your letter on a computer, it will be easier to read. The Stranger will thank you for little touches like this. 

Your goal is to eliminate all spelling, grammatical, and formatting errors from your letters. The problem? We don’t notice our own errors! The solution? Always have at least one other person proof-read your letters. Try to locate more than one proof-reader. Buy a book about "How to Write Business Letters."

Letter writing is an art. A well written letter is a pleasure to read. It’s also very hard work.

Source: www.wrightslaw.com/advoc/articles/12rules_letters.htm