Regardless of why you need to write a letter regarding a project — for instance, you wish to request clarification or a deadline extension, or express concerns about the project — you must convey your thoughts succinctly and concisely. This letter is a tool to get information necessary to perform your job function, which can affect your career; or to convey information that could affect the company's reputation or its profit margin. Be brief but thorough. Writing a letter of complaint, for example, requires a statement of facts only, omitting your personal feelings. Your letter should be professional in both tenor and format.
Organize your thoughts by writing an outline. Your first paragraph will be your introduction in which you should clearly state your intent. If your identity is not obvious to the receiver, you should use this paragraph to introduce yourself and your role in the project; for example, you can say: “My name is Alice Black, and I am the assistant project manager on the Acme Project in the Phoenix Office. I have concerns regarding our upcoming safety inspection.” Your body of the letter should contain no more than two or three main points related to the purpose of your letter, in addition to supporting facts. Your conclusion is what you hope to accomplish.
Write your letter. Start with the date; below the date, insert the receiver’s address. Add a subject line after the receiver's address. Make sure the subject is clear, such as: “In reference to: Acme Project in Phoenix Office.” Below the subject line, you will write your salutation, using the same name as in the address. Unless you know the receiver well, do not use a first name. You can use a comma or colon after the salutation. Then, compose your letter based on your outline. After the conclusion, provide your contact information, and then use a formal closing, such as: “Thank you” or “Sincerely.” Use the same punctuation for the closing as you did for the salutation. Leave three or four lines and type your name. Your handwritten signature will go between the closing and your typed name.
Write descriptions of any enclosures. If you are enclosing supporting documents with your letter, indicate that below your typed signature. Use a format, such as: “Enclosures: Inspection report dated May 5, 2010.” Also, be sure to indicate in the body of your letter that you are including these enclosures.
Write who is receiving a copy of the letter, if applicable. This is noted by “cc” followed by a colon. You will also reference here whether the person being copied will get the enclosures. For example: “cc: Mr. Louis Black, Sr. VP of Quality Control, Dallas Office — with enclosures.” If multiple persons are being copied, put additional names, one below the other, on separate lines.
Make at least one photocopy of your letter for your file, including enclosures. Even if you keep a copy on your computer or on a separate computer drive, you will want a hard copy (i.e., paper copy) after you have signed it. Make enough photocopies for everyone to whom you are sending a copy, and mail the original letter to the addressee.