A Checklist for important Business Letters and emails

SB Write Right - You have an all important business letter or email
drafted, proof read and waiting to be sent. Before you dash it
off, use this self questionnaire to ensure that you have written
to Express and not to Impress.

=> Is it actually necessary? Would a phone call or personal
visit do?

=> What is the purpose of the document? Is it to - Request
information / Clarify a stand or position / Pass on information
/ Request action from your reader/s. State the purpose in the
first paragraph, preferably in the first line.

=> Is the document addressed to the correct person?

=> Do I need to send copies to anyone?

=> If I want something, have I said by what date?

=> If requesting action, am I doing it politely?

=> Have I provided all the necessary information, facts and
figures?

=> Have I made any assumptions? If yes, get them verified.

=> Is there a clear understanding of what the next step is going
to be? This is known as the HOT POTATO because it will cause some
reaction or movement from the reader.

An example of a HOT POTATO - "As soon as we receive the documents,
we will process your refund." This statement makes it clear that
the reader must send the required documents.

=> Have I verified all the figures and dates?

=> Have I checked all spellings and punctuations?

Once you have ticks for all the questions go ahead and send that
letter or email.

About the Author

The author is the developer of Letter Aid software. Letter Aid
allows you to cut paste letter receiver details in to your
business letter, so you need not type them every time. Letter Aid
is a FAST and EASY Way for drafting Business Letters and emails.
Visit http://trilithon1.tripod.com/ to download a trail version.