C.2.

CONTENT &STYLE
2.PLANNING

purposes of the letter?

response want to receive?

INCLUDE

1ST PARAGRAPH

thanks correspondent

introduce

state the subject

set out the purpose

MIDDLE PARAGRAPHS

main points are made

answers your wish to give

question you want to ask

FINAL PARAGRAPH

says thank

encourage further enquires or correspondence

mention: you look forward to hearing from him or her soon

restate briefly 1 or 2 most important points

4.STYLE & LANGUAGE

simplicity

avoid old-fashioned, pompous style

courtesy

by using:

complex sentences

joined by conjunctions

the use of full, rather than abbreviated forms

passive forms & indirect language

1.LENGTH

Avoid wordy & too short letter => include right amount of
information

5.CLARITY

avoid confusion by using correct:

abbreviations & initials

numbers

write the expression in both figures & words

prepositions

3.ORDER&SEQUENCE
Make all the necessary points in a logical, clear sequence

6.ACCURACY

pay special attention to:

spelling

check carefully : spelling, punctuation & grammar

titles, names & addresses

use correct title in the address and salutation

references

prices, measurements, etc.

quoting these incorrectly can cause serious misunderstandings

enclosures & attachments

Appendix

Floating Text

Sets the tone of the letter & create 1st impression

avoid idioms & colloquial language