Rules for Writing Good Letters/Memorandums

1. Spell the names right

    

   	If you can't find out any other way, call the office of the person to whom you are writing.
   	When in doubt, use Ms. -- don't guess a woman's marital status

    

2. Get the address right

    

   Follow the guidelines for addressing envelopes from the U.S. Postal Service.

    

3. Include only one topic per letter

    

   	Know the purpose and write to that purpose.
   	Keep the reading time under 1.5 minutes.

    

4. Be courteous and considerate of the reader

    

   	Respect readers as people and professionals.
   	Use praise but not flattery.
   	Don't exaggerate -- maintain trust.

    

5. Make the first sentence great

    

   	Get to the point.
   	Let the reader know if the letter is a reply to their correspondence.
   	Example (from a letter soliciting funds for UNICEF):   "In the ten seconds it took you to open and begin to read this letter, four children died from the effects of malnutrition or disease somewhere in the world."

    

6. Stop when you're through

    

   	Avoid "call if you have questions" types of endings.
   	Can include a personal note if you are close friends.

    

7. Highlight important words/points

    

   	Use underlining.
   	Use boldface type.
   	Use italics.
   	Use larger font sizes
   	Use ALL CAPS.

    

8. Use standard English

    

   	Avoid telescoping sentences.
   	Avoid incomplete sentences.
   	Use correct grammar, spelling, and punctuation.

    

9. Edit and rewrite

    

   	Avoid having all paragraphs the same length.
   	Use short and varied sentences. Keep the average sentence length between 7 and 17 words.
   	Avoid jargon (terms that are highly technical and understood by only a few people).
   	Avoid flowery terms (e.g., magnificent, exceptional).
   	Use active voice.
   	Use short words.

    

10. Follow the seven c's

    Each letter/memorandum should be:

     

    	conversational
    	clear
    	concise
    	complete
    	concrete
    	constructive
    	correct

 
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