Things You'll Need:
- A purpose
- Writing tools
- The facts
- A tranquil mind
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Step 1
Write down the emotions you want your reader to feel after he or she has read your letter.
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Step 2
Write in a sentence or two what you wish the reader would do, as a result of reading your letter.
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Step 3
On a blank page, write one or two sentences with the cold, hard facts. In other words, "lay it all out on the table."
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Step 4
Next, describe how you feel in a sentence or two.
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Step 5
Start a new paragraph if you will need help the reader understand what he or she is being told. Pack this paragraph with information.
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Step 6
Write a few more sentences that are aimed at fulfilling your purpose. If appropriate, just ASK for what you want.
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Step 7
Use a sign-off that matches how you feel. (Ex. Sincere? Thankful?)
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Step 8
Go back to the top and decide on a greeting. (Ex. Dear, Hello)
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Step 9
Now, put yourself in your readers' shoes. Re-read the first sentence. Does it feel like you've been slapped across the face? If so, work in some words to "soften" the blow - or put a whole sentence in before this one, to make it less blatant.
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Step 10
Still in your readers' shoes, re-read the rest of your letter and decide if your purpose will be fulfilled. Remember - the reaction is two-part: emotional, and actual.
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Step 11
If you can, let someone else read your letter at this point, and give you feedback as to whether or not you're going to get what you want from this communication.
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Step 12
If someone suggests it, make more changes until it's good enough.
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Step 13
Proofread your letter to perfection, or have it done.
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Step 14
If you've written this letter in an emotional state, hold on to it for at least a day before sending it off.
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Step 15
Deliver your letter, and be ready for the response!
