Many people write an important letter, print it out and mail it (or attach it to an e-mail) without further consideration. If possible, let your finished letter sit on your computer for an hour or two, then go back and reread it. Ideally, come back the next morning and read it just as if you are the intended reader. For a really important letter, your profreading cycle needs to be repeated several times.
Cycle 1 - While it is tempting, do not skim your letter. Read it closely. You may be surprised at the number of simple mistakes you will find. As you find mistakes, correct them and then go to cycle 2.
Cycle 2 - Let the letter "rest" for several minutes.Then reread the letter closely and critically. Can you read it through without finding more mistakes or rewriting any sentences? Have you stated your ideas as clearly and concisely as possible? If not, then your letter is not yet ready. Proceed to Cycle 3.
Cycle 3 - Put your letter aside for two hours and come back to carefully reread the letter again.
It takes patience and practice to write a good business letter. You will find that giving yourself time between writing and reviewing helps you to spot errors more easily.
If you have a friend who can write and is willing to help you, it is a good idea to get a second opinion on both your letter content and structure.
Ask your friend to read the letter out loud and ask for his or her reaction and comments.
Even if you are alone, reading the letter out loud can still prove useful as your brain will process the information differently than it would if you read the letter silently.
Even though someone may be proofreading your letter, do not assume that he or she will catch all the spelling or grammatical mistakes.Microsoft Word and other word-processing programs have writing tools such as spell checks, dictionaries, and grammar tips. Make sure these features are activated in your program and learn how to use them.
Remember, however, that a spell check will not help if you spell the word correctly but use it incorrectly. For example, the words "affect" and "effect" are often mistakenly interchanged. Consult a dictionary if you are unsure of your word usage.
Don't be discouraged. Letter writing can be challenging at times. However, with experience, your letters will begin to flow more quickly and easily.
Next: Writing A Letter of Complaint
If you would like assistance on any topic covered on the site, please feel free
to contact me via e-mail. My e-mail address is
inquiry@mywritingresources.com.
Writing/editing
services are also available at a reasonable price.
