How can you use correspondence to influence decision-making?

2 Know your audience

Another important factor to consider when writing correspondence is your audience. Who are you writing to, and what are their needs, expectations, and preferences? How familiar are they with you and your organization, and how formal or informal should you be? How will they react to your message, and what are their possible objections or questions? By knowing your audience, you can tailor your correspondence to suit their style, level of understanding, and interests. For example, if you are writing to a client, you will need to be respectful, professional, and courteous. If you are writing to a colleague, you can be more casual and friendly.

3 Choose the right medium

Another aspect of correspondence that can influence decision-making is the medium you choose to use. Depending on the situation, you can use different channels, such as email, letter, memo, report, or phone call. Each medium has its own advantages and disadvantages, and you should consider factors such as urgency, confidentiality, complexity, and formality. For example, if you need a quick response, you can use email or phone call. If you need to convey a lot of information, you can use a letter or a report. If you need to maintain a record, you can use a memo or an email.

4 Use clear and concise language

One of the most essential skills for effective correspondence is using clear and concise language. Your message should be easy to read, understand, and act upon. You should avoid jargon, slang, abbreviations, or technical terms that might confuse your reader. You should also avoid long, complex, or ambiguous sentences that might obscure your meaning or intention. Instead, you should use simple, direct, and active words that convey your message clearly and confidently. For example, instead of writing "Please be advised that the aforementioned document has been attached for your perusal", you can write "I have attached the document for you".

5 Follow the appropriate structure

Another way to improve your correspondence and influence decision-making is to follow the appropriate structure for your medium and purpose. A good structure will help you organize your ideas, present them logically, and guide your reader through your message. A typical structure for most correspondence consists of three parts: introduction, body, and conclusion. The introduction should state your purpose, identify yourself and your organization, and provide some background or context. The body should provide the main information, arguments, or details that support your purpose. The conclusion should summarize your message, restate your request or proposal, and suggest a call to action or a next step.

6 Proofread and edit your correspondence

The final step to ensure that your correspondence is effective and influential is to proofread and edit it before you send it. You should check your spelling, grammar, punctuation, and formatting for any errors or inconsistencies that might undermine your credibility or professionalism. You should also check your tone, style, and content for any inaccuracies, irrelevancies, or redundancies that might weaken your message or confuse your reader. You should also ask for feedback from someone else, if possible, to get a different perspective and improve your correspondence. By proofreading and editing your correspondence, you can enhance its clarity, accuracy, and persuasiveness.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?