A Checklist for drafting Business Letters and emails by Letter Aid Author
Write Right - You have an all importantbusiness letter or email drafted, proof read and waiting to be sent. Before youdash it off, use the self questionnaire below to ensure that you have writtento Express and not to Impress.
Isit actually necessary? Would a phone call or personal visit do?
Whatis the purpose of the document? Is it to - Request information / Clarify astand or position / Pass on information / Request action from your reader/s.State the purpose in the firstparagraph, preferably in the first line.
Isthe document addressed to the correct person?
DoI need to send copies to anyone?
IfI want something, have I said by what date?
Ifrequesting action, am I doing it politely?
HaveI provided all the necessary information, facts and figures?
HaveI made any assumptions? If yes, get them verified.
HaveI used technical terminology which the reader/s may not understand?
Isthere a clear understanding of what the next step is going to be?This is knownas the HOT POTATO because it will cause some reaction or movement from thereader. An example of a HOT POTATO - "As soon as we receive thedocuments, we will process your refund." This statement makes it clearthat the reader must send the required documents.
HaveI verified all the figures and dates?
HaveI checked all spellings and punctuations?
Once you have ticks inall the Checkboxes go ahead and send that letter or email.
----------------------------------------------------------------------------- Resource Box / About Author:
Theauthor is the developer of Letter Aid software. Letter Aid allows you to cutpaste letter receiver details in to your business letter, so you need not typethem every time. Letter Aid is a FAST and EASY Way for drafting BusinessLetters and emails. Click Here todownload a Trail version of Letter Aid.
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