How to Write an Assertive Letter

Assertive letters are based on the same principles as speaking assertively. An easy way to approach assertive letter writing is to remember the principle:
“Simple pictures are best.”

Difficulty: Moderate

Instructions

Things You'll Need:

• Writing material (a computer or a pen and paper)
• Good will!

1. S: Short simple sentences are the most effective
   
   to make the purpose of the letter obvious

2. I: "I" statements work the best
   
   to make basic assertive statements: "I would like....."

3. M: Make your point in the first and last paragraphs
   
   to make sure you emphasize what you want

4. P: Punctuate with periods - not with semi-colons or colons
   
   to keep the sentences short

5. L: Leave a copy of the letter in your own file; use seventh grade Language
   
   to assure that anyone who can read will be able to read your letter

6. E: Express your requested results as basic assertions
   
   to keep it simple

7. Example:
   Dear Sir:
   
   I would like to return the enclosed item. It does not fit. I do not want to exchange it because I do not like the material. Please credit my VISA card for the amount of the purchase.
   
   I appreciate your taking care of this matter.
   
   Sincerely,

8. Another example:
   Re: Sarah Smith Tax ID# 222-22-2222
   Dear IRS:
   
   The above referenced letter states that my daughter, Sarah Smith, owes $198 on her 2006 taxes. Sarah paid the $198 when she mailed in her tax return on April 15, 2007. I wrote the check from my account and you deposited it on April 28, 2007.
   
   I am enclosing a copy of my bank statement showing the cleared check and a copy of the check which has Sarah’s social security number on it and clearly says for “Sarah Smith.”
   
   I am sure that this clears up the matter. Sarah does not owe the $198 and therefore does not owe the penalty and late fee which you have assessed.
   
   Sincerely,

Tips & Warnings

• Letters that are one page are usually more effective than several pages
• Too much detail distracts the reader
• Practice by sending letters to say someone did something well in addition to letters about things that need to be straightened out.

[Veesites]

on 10/19/2009 Great tips for asserting writing.