What are the best practices for error-free, professional letter writing?

2 Plan your content

Once you have a clear idea of who you are writing to and why, you need to plan your content. A professional letter should have three main parts: an introduction, a body, and a conclusion. The introduction should state the purpose of your letter and capture the attention of your reader. The body should provide the details and evidence to support your main point or request. The conclusion should summarize your message and suggest the next steps or actions. You should also include a salutation and a signature at the beginning and the end of your letter, respectively. To plan your content, you can use an outline, a mind map, or a draft to organize your ideas and structure your letter logically and coherently.

3 Proofread and edit your letter

After you have written your content, you need to proofread and edit your letter carefully. Proofreading is the process of checking your letter for spelling, grammar, punctuation, and formatting errors. Editing is the process of improving your letter for clarity, coherence, and conciseness. You can use tools like spell-checkers, grammar-checkers, or online editors to help you identify and correct errors, but you should also read your letter aloud, ask someone else to review it, or use a checklist to ensure you have not missed anything. Proofreading and editing your letter will help you avoid mistakes and enhance your credibility and professionalism.

4 Choose the right format and medium

Depending on the type and purpose of your letter, you may need to choose the right format and medium to deliver it. Format refers to the layout, design, and style of your letter, such as font size, margins, alignment, and spacing. Medium refers to the way you send your letter, such as email, postal mail, or online platform. You should follow the standard or expected format and medium for your letter, or consult the guidelines or instructions provided by your recipient or organization. Choosing the right format and medium will help you ensure your letter is readable, accessible, and appropriate for your audience and situation.

5 Follow up on your letter

Finally, you need to follow up on your letter after you have sent it. Following up is the process of checking the status, response, or outcome of your letter, and taking further action if necessary. For example, if you have written a cover letter, you may want to follow up with a phone call or an email to confirm the receipt of your application and express your interest in the position. If you have written a complaint letter, you may want to follow up with a thank-you note or a feedback form to acknowledge the resolution of your issue and evaluate the service. Following up on your letter will help you maintain communication, build rapport, and achieve your goals.

6 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?