When you need to communicate with a Board of Directors, a well crafted letter is essential to convey your message. It's more important to send a carefully thought out letter than dashing off ideas in the heat of the moment. If possible, spend at least day or two gathering your thoughts and making notes about the points that you wish to express before you draft your letter. To be sure that your writing is clear, ask one or more business associates to review your letter for content and clarity before you send it.
Set your word processor margins to one-inch and line spacing to single space. Enter two returns between each paragraph as you type your letter.
Type your company name, address, telephone and fax numbers and email address at the top of your letter. Enter your return address, but not your name, if you are writing to the Board as an individual and not on behalf of a company.
Type the date below your address. Type the Board's street address and additional contact information below the date. Enter your salutation below the Board address information to begin your letter. For example, you might choose to begin your letter with "Dear Members of the Board".
Write the purpose of your letter in the first paragraph following the salutation. Your purpose paragraph should clearly state the reason for your letter, and it can be a preview of the rest of the letter.
Type two or more paragraphs that state the facts of your letter. Open each paragraph with a topic sentence that states the general idea of your paragraph. Follow the topic sentence with the two or three sentences that include more details about the topic. Begin a new paragraph to express each fact you wish you want to convey.
Write an action paragraph below the facts that states the result you expect from the letter. Follow the action paragraph with a polite closing word such as "Sincerely." Then type your name, and title below it.
Run spell and grammar check, proofread the letter out loud, and then have a second set of eyes review the letter for mistakes. Edit the letter as needed to incorporate feedback before you send it to the Board.