Business Writing 101a – what those classes and self help books may have left out.

this applies to both email and snail mail communication.


Business Header –

Dear So n So,

Paragraph 1 – Why I am bothering you with this.  Always start out with the quick overview of what this letter is about.  why should your boss/client/[fill in blank] bother to read further.  What-Why-When- and possiblyWho and Where.

Paragraph 2 – Something about you, even if you know them.  this is when you remind them of how great you are and how much they need you.  This can be short, but should be {reasonably} accurate.  It is to put the reader in positive frame of mind for what follows.

Paragraph 3-  Your proposal in some detail.  If this takes more than half a page, create an attachment document to put with this cover letter/email.  If you sell them on it in this communication, they will read the rest, or at least look it over and save it.  If you drown their interest in too much info, they will quit and go on to their next task.

Paragraph 4 – How you are going to work together with them/their staff/other stakeholders to make the project a huge success.  Who you have already touched base with about project.

Paragraph 5 – The closer.  The hardest one to write that it doesn’t sound directly cut-paste from some manual.  This is about how much you are looking forward to this new venture/project (even if only mildly true).  Thank them for their time.

Your Name
Communication Info- ALL of it.

For the following letter, I could have written.

“Enough is enough.  I’m out as of {date}. Please advise of procedures to terminate my employment.”

BUT instead I, couched the sentiment in:

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