Planning a Letter? Importance, How to Plan & 6 Steps to Draft Final Letter

Letter writing is a timeless form of communication that allows individuals to express their thoughts, convey information, make requests, and connect with others in a meaningful way. Whether it’s a personal letter sharing heartfelt emotions, a professional letter addressing business matters, or a formal letter requesting information, the art of letter writing has played a significant role in human interaction for centuries.

In this digital age, where instant messaging and emails dominate, the act of writing and receiving a physical letter holds a unique charm and importance.

Also See: What is Letter? Letter Writing Introduction, Types, Explanation, History

PLANNING A LETTER

This article will guide you through the essential steps of planning and drafting a letter, provide helpful tips and ideas, address common FAQs, and explore various letter formats and examples. So, whether you’re writing a letter to a friend, a business associate, or an organization, let’s delve into the art of letter writing and unlock the power of meaningful communication.

Thoughtless and haphazard writing will not deliver goods in the business. An ill-planned letter irritates the receiver. A letter can make or mar a businessman. As such, a lot of importance is attached to writing letters. They have to be well-conceived and well-drafted.

Letters are written to meet particular needs. Some of the needs of a businessman or a customer may be very simple. A customer writing for the catalog of a firm need not put much thought and dexterity into his letter. But a sales manager who has received an angry letter of complaint about the quality of the goods his organization supplied has a task ahead. He cannot scrawl two or three lines and post the letter. He has to be convincing in his reply.

How to Plan Writing a Letter

In his routine, a businessman writes different kinds of letters and so does the customer. The letters of the businessman are broadly categorized into three types. Some of them are written on his own to promote his interests. They are initiated by him. Some are replies to letters he receives. Yet others are intended to follow up some communication. All these letters are to be well planned if they are to serve their purpose.

There is a striking difference between the letters initiated by the businessman and those written as replies. Those written on his own are to produce the desired effect on the target, i.e.customer. So the writer has to employ every skill at his command to make the letter pleasing and convincing. In a reply, he has to answer all the queries raised by the customer to his satisfaction. The businessman cannot disown his responsibility at any stage.

1. Identify the Purpose: Determine the reason for writing the letter. Are you requesting information, expressing gratitude, making a complaint, or sharing important news?
2. Define the Audience: Consider who will be receiving the letter. Tailor your language, tone, and content to suit their needs and expectations.
3. Outline the Key Points: Make a list of the main points you want to cover in the letter. This will help you organize your thoughts and ensure that you include all the necessary information.
4. Gather Supporting Information: Collect any relevant documents, data, or references that will support your points or provide necessary context in the letter.
5. Consider the Tone: Decide on the appropriate tone for the letter based on the purpose and audience. Determine whether it should be formal, informal, friendly, professional, or a combination depending on the situation.
6. Structure the Letter: Create a logical structure for the letter. Start with an engaging introduction, followed by clear and concise paragraphs that address each point, and end with a strong conclusion.
7. Draft the Letter: Begin writing the letter, using your outline as a guide. Write in a clear and organized manner, expressing your thoughts and ideas effectively. Ensure that the language used is appropriate for the audience.
8. Review and Revise: Read through the draft and make any necessary revisions. Check for clarity, grammar, punctuation, and spelling errors. Ensure that the letter flows smoothly and conveys the intended message.
9. Finalize the Letter: Make any final adjustments, and ensure that the letter is well-structured and error-free. Consider formatting elements such as font, spacing, and alignment for a professional appearance.
10. Proofread: Carefully proofread the final letter to catch any overlooked errors or inconsistencies. Verify that all names, dates, and details are accurate.

Steps while planning a Letter

While planning a letter the writer has to consider the following steps:

Time for correspondence

Almost all the business executives attend to their mail early in the morning. It is the time when they are in a peaceful mood and are in a position to grasp things without much effort. The day’s routine has not yet begun to trouble them. It will be wise to attend to the correspondence at the beginning of the day. The business executive will be fresh and will be able to concentrate on the letters. It is also the time when his secretary or steno will be ready to attend to the regular work.

Purpose of the Letter

The businessman should be definite about the purpose of his correspondence. He should know what he wants to achieve through the letter. His letter has to tell the reader what it is about in clear terms. Normally the objective of a businessman is to promote his sales. The letter should do everything to achieve this end. If it is a reply, care should be taken to see that the letter provides all that the reader wants. At no stage, the writer should lose sight of the purpose of the letter.

Gathering relevant information

In the preparation of a letter, all the relevant information should be provided. The writer may have to go through a number of files for this purpose. There may be cross-references too. The executive will have to keep all the necessary papers within reach. It is better if he has already gone through them and made notes. Unless the information gathered is comprehensive the letter will not be convincing.

Arranging the information in a logical order

All the information that should be presented has to be in a logical order. Otherwise, the body of the letter lacks coherence. The different aspects of the message are to be logically connected. They should not deviate from the main issue, Link sentences and words should be carefully used.

Rough Draft

If necessary a rough draft of the letter is to be prepared. Any missing information can be added before preparing the final draft.

Final Draft

From the rough draft, the final composition of the letter is made. It should be in clear and simple language devoid of unnecessary jargon.

Remember that a well-designed letter touches the heart of the reader.

What is the importance of planning in writing business letters? How should a letter be planned? (OR) Write a note on planning a letter and the various steps involved in planning.

FAQS for Planning a Letter? Importance, How to Plan & 6 Steps to Draft Final Letter

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