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Mastering the Art of Letter Writing: 12 Rules for Effective Communication

CA Rakesh Ishi , Last updated: 02 April 2024  
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Writing a letter can be an effective way to convey your message, whether to a school, a business, or an individual. However, writing a compelling and effective letter necessitates careful consideration and adherence to specific guidelines. 

Here are 12 rules for writing great letters

1. Define Your Purpose (Why)

Before you start writing, clearly define why you are writing the letter and what you hope to achieve. For example, if you are writing to a school, your purpose might be to request a meeting to discuss your child's education.

Mastering the Art of Letter Writing: 12 Rules for Effective Communication

2. Set Your Goals (What)

Determine what you want to accomplish with your letter. Your goals should be specific, measurable, and achievable. For instance, your goal might be to have the school implement a specific accommodation for your child.

3. Tell a Compelling Story

Use storytelling to engage the reader's interest and create a personal connection. For example, you could start your letter by sharing a personal anecdote about your child's experiences in school.

 

4. Be Clear and Concise

Keep your letter clear, concise, and to the point. Avoid using jargon or technical language that the reader may not understand.

5. Seek Outside Feedback

Have someone else read your letter to ensure it is clear and effective. This person can provide valuable feedback and help you identify any areas that need improvement.

 

6. Anticipate Resistance

Address potential objections in your letter and provide compelling reasons to support your position. For example, if you anticipate that the school may be resistant to your request, be prepared to explain why the accommodation is necessary for your child's education.

7. Write Chronologically

Present your information in a logical order, starting from the beginning of your story and progressing chronologically. This helps the reader follow your argument and understand the context of your letter.

8. Make Your Problem Unique

Highlight the specific aspects of your situation that set it apart from others. For example, if your child has a unique learning style or disability, emphasize how this impacts their education.

9. Use Facts, Not Opinions

Support your arguments with facts and evidence rather than personal opinions. For instance, if you are requesting a specific accommodation, provide evidence that supports the effectiveness of that accommodation for students with similar needs.

10. Be Prepared for the Worst

Assume that your request may not be granted and prepare accordingly. For example, have a backup plan in case the school is unable to accommodate your request.

11. Read Aloud

Read your letter aloud to ensure it flows well and is easy to understand. This can help you identify any awkward or unclear passages that need to be revised.

12. Be Polite and Professional

Maintain a polite and professional tone throughout your letter. Avoid using accusatory language or making demands. Instead, focus on presenting your case in a respectful and persuasive manner.

Following these 12 rules will help you write a letter that effectively conveys your message and achieves your objectives.  


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CA Rakesh Ishi
(Working at Private Company)
Category Others   Report

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