Letter Writing: The 7 Deadly Sins…

January 27, 2009 – 9:42 am

Through my various websites and my Quick Edit Service I receive scores of letters (as well as other docs) that people have drafted but want me to review, revise and finalize for them. Over time, I have noticed that there are some common errors that many people make when drafting letters in particular.

 

Based on those observations I have put together a list of what I call “The 7 Deadly Sins of Letter Writing”. Keep on reading to find out what they are…

 

 

In case you’re wondering, in my view the term “deadly” is entirely appropriate here. After all, it just takes one sloppy and/or unprofessional letter to cause serious damage to your personal credibility or that of your business.

 

So, here are what I have observed to be “The 7 Deadly Sins of Letter Writing”:

 

1.      Too Long

Most people have a tendency to draft their letters too long. Letters involving business (personal or corporate) should be concise, factual and focused and should not normally exceed one typical single-spaced page of 350 to 450 words. If you can’t get your point across in 4 to 5 short paragraphs you probably haven’t done enough preparatory work prior to drafting the letter. If necessary, phone or e-mail the recipient to clarify any fuzzy points and use the letter to summarize the overall situation.

 

2.      Weak Opening

Many letters I receive launch straight into the details of the subject without setting things up to provide a clear context. The introductory paragraph of your letter should be one or two short sentences that state the specific reason for the letter and specify what the primary focus will be. 

 

3.      Lack of Focus

Many letters I receive for editing are all over the place, in terms of subject. In other words, it is often not at all obvious to me what the main point or the desired outcome of the letter is. Prior to drafting the letter you should decide on a number of specific points that you want to focus on and what the bottom line of your letter needs to be. Ask yourself what exactly you want the letter to achieve in terms of an action or a response from the addressee.

 

4.      Too Confusing

People often jump straight into their letter without first organizing their thoughts in some sort of logical order. Even if you have a clear idea of the points you want to cover, it is important that when you present them, one point should flow naturally and logically into the next. It is always worth the few minutes it takes to jot down the logical sequence of your letter in sequential point form before starting to write the letter. This practice will invariably result in an improved final product.

 

5.      Poorly Formatted

If your letter isn’t properly formatted, in terms of layout, it will look unprofessional which will diminish its credibility and thus its impact. Once you have your words finalized, make sure you clean up the format of the letter in terms of margins, paragraph breaks, address blocks, signature blocks, etc., before sending it. A very common error that I see these days is when people add their own extra space after a period at the end of a sentence. This is NOT necessary since word processing programs automatically insert some extra space at the end of each sentence.  This practice is a carryover from the days of the typewriter (Anyone remember those?) and is no longer necessary.

 

6.      Weak Closing

Frequently I see closing paragraphs that don’t clearly sum up what went before and what is supposed to happen next. Similar to the opening paragraph, the closing paragraph should also be short, comprised of one or two sentences. One sentence should briefly summarize the overall conclusion that can be drawn from the points presented in the letter; a second sentence should clearly state what you will do next and/or what you expect from the addressee as a result of them receiving the letter. Depending on the situation, the final sentence can also provide contact info such as phone number and/or e-mail address.

 

7.      Too Many Errors

You would be amazed at the number of spelling and/or obvious grammatical errors I see in the letters submitted to me. That’s fine if you are asking a professional to edit your letter. However I have the impression that many people send their letters out riddled with these types of errors. Sending your letter in such a condition is a serious credibility destroyer and will definitely hurt your reputation as a professional in the eyes of any knowledgeable recipient. Make sure you use the spell checker feature of your word processing program and if you aren’t sure of your grammar get a professional to edit your letter before it goes out.

 

As I said above, I see these kinds of errors on a regular basis. In addition to getting professional help if you need it, I recommend that after you have drafted your letter you read it out loud to yourself. I find that if something doesn’t sound right when I read it aloud it’s usually something that needs to be corrected.

 

Of course, the foregoing are general observations. Depending on which specific type of letter you are writing, there is plenty more letter-specific info, advice and tools available in terms of letter writing style guides and templates. You’ll find many of those letter writing resources at this link:

http://writinghelptools.com

 

  1. 39 Responses to “Letter Writing: The 7 Deadly Sins…”

  2. I love what you saying about writing errors. I am an educator and am very critical of people that don’t have these skills. However, I have also invested in my education. What you say about not being focused is so true and many people are too wordy. Sometimes–LESS is MORE…

    To Success,
    Rose Kirkland

    By Rose Kirkland on Jan 27, 2009

  3. I appreciate very much this source for
    better writing practices, English is not my native language and these hints are helping me to improve. I still learning something new everyday. Thanks

    By Carmen Gonzalez on Jan 27, 2009

  4. Dear Shaun,

    Thanks for your information about the “7 Deadly Sins of Letter Writing”.

    I am a Type B perfectionist by nature with less than perfect letter writing skills. It takes me hours to compose letters because I want them to be perfect. I cringe when my boss asks me to write a letter.

    I’ve conveyed to him my weakness when it comes to composing letters, so he always gives me ample time to get them done. Thank Goodness!

    Your tips on common errors made when drafting letters was very helpful, especially today, because I had to write two letters!

    I look forward to receiving and implementing your writing tips to improve my letter writing skills.

    Thanks again,

    Glenda F. House

    By Glenda House on Jan 27, 2009

  5. Dear Shaun,

    I will remember these tips to improve my letter writing. Thank you.

    Laurence

    By Laurence Eje on Jan 27, 2009

  6. Thanks you’re such a big help for us.

    By acel on Jan 27, 2009

  7. Dear Shaun,

    I enjoyed reading your emails which I regarded each as a personal writing lesson for me.

    Your tips to write a concise and effective letter are very useful to me and I would like to thank you very much for your help and guidance.

    All best
    Thinh
    thinhnguyen20@yahoo.com

    By Thinh on Jan 27, 2009

  8. Dear Shaun,
    I am always using you advise when ever writing a letter and these 7 Deadly Sins are additional reference to my letter writing

    Thanks Shaun
    Bashir

    By Bashir Saad Ahmed on Jan 27, 2009

  9. Grateful to Shaun!
    “7 Deadly Sins of Letter Writing”strongs to my letter writing weakness,expecting for more and more information on writing tips.
    Thanks one more time.

    By Edison on Jan 27, 2009

  10. I would like take the opportunaty to express my hearfelt thanks to you for your nice work and tips,

    they are very helpful to me, and I hope to find more information on letter writing in future,

    yours truly,
    Dr. Rashed Afif

    By Dear Shaun on Jan 28, 2009

  11. Hi Shaun,

    Indeed appreciate the tips. Thank you so much my dear.

    eba

    By Ester on Jan 28, 2009

  12. Dear Shaun,
    Thanks for these great tips. I am not a native speaker of English yet I have been studying English for many years. I have Master Degree in English literature and through my studies I came across all that you can imagine of great tips on how to be a better writer. Now I can be a good preacher and a better judge of good writing, but I can not write a satisfactory piece of writing to be proud of. Therefore my question is, if you are a great writer and know all about good writing, can you make me a good writer too. This is the real challenge, how to create writers out of those who speak English as a second language.

    By venus on Jan 28, 2009

  13. Thank a lot. I think these points are always to be kept in mind. I am sure I have already made such mistakes before but hope I will not repeat them in future.

    By Sumita on Jan 28, 2009

  14. Hello Shaun

    Thanks for all the articles on letter-writing. I am amazed at the level of improvements in my letter-writing ability. I simply use these tips as guidelines, and wow! my errors has dropped to less than 5 percent.

    My appreciation these and many more.

    By Charles 'Darkins' Konneh on Jan 28, 2009

  15. Dear Shaun,
    I am happy to find your valuavle tips to improve my letter writting.

    Thanks
    Rashed

    By Rasedul Alam on Jan 28, 2009

  16. Dear Shaun,

    Your writing tips are really helpful to me. It says to me that there are lot of things still I have to improve.

    Thank you very much.

    Regards

    By Gireesh Babu on Jan 28, 2009

  17. Dear Shaun,

    These tips are really helpful. Thanks for sharing.

    Henry

    By Henry on Jan 28, 2009

  18. Run on sentences drive me crazy! Some writers seem to think the words will run away if they don’t get them all in one sentence. Those words will be right where you put them. Have faith that they will still be there.

    By PJ on Jan 28, 2009

  19. I would like to thank you for this special program about writing English letters in such professional way which is very useful for business communications, but still I didn’t no the right link to practice my writing and send it to you for correction..

    Fatima Muhanna
    Public Relations

    By fatima Muhanna on Jan 29, 2009

  20. Dear Shaun,
    I really find your writting very helpful to me and also feel that there is a room for me to learn more and benefit from it. Thanks a lot.
    Regards,
    Mariam

    By Mariam Hussain on Jan 29, 2009

  21. Hello Shaun,
    thank you for all your help,really find your writing really helpful and am glad i signed up.
    Regards,
    DOO

    By DOO on Jan 29, 2009

  22. Hi, Shawn

    Very short notice that I can delivery to you.
    Am very poor in writing and,I love to read all
    7 deadly mistake,.Then, am second Language I can even focus on writng or orginise the information as well.
    Thank you alot
    Bilrial

    By Bil Rial on Jan 29, 2009

  23. Hi Shawn,
    I have learnt a lot from you. And I hope a will learn more from the deadly mistakes.
    Ande I am grateful for that.
    I hope we will keep in touch.
    Cheers!
    Aregu

    By Aregu Balleh on Feb 2, 2009

  24. Hi Shaun,

    I really appreciate all you helpful, insightful
    information on letter writing.I am interested in possibly some tips on ‘writing to the editor’[i.e. letters of opinion to newspapers].
    Thanks

    By Carmen Binder on Feb 2, 2009

  25. Thanks Carmen,
    I have not written an article about “letters to the editor”. However, the approach would be pretty straightforward. In the first sentence state the name of the subject you will be addressing. In the following couple of paragraphs present your argument as simply and clearly as possible. The last sentence should state your bottom line conclusion about the subject.

    Remember, these have to be quite short since space for letters is usually limited on the editorial page of publications. I suggest you check the pub to which you are writing and see what the typical length of letters is there and write yours accordingly. That is, make it easy for them to include.

    I hope that helps.

    Shaun

    By admin on Feb 2, 2009

  26. I found your tips to write very much helpfull for those like me, who wants to write better letter writting.
    Thank you very much, Shaun .

    By Alemseged Mammo on Feb 25, 2009

  27. Hi Shaun,

    This is Absolutely wonderfull job you have done.We can say that it is the good internal evaluation test regarding skill writing. i found myself in categorey 1 & 2.

    Finally thanxs shaun.
    Seven

    By seven on Feb 26, 2009

  28. My dearest teacher,Shaun

    your tips on writing are defenitly very helpful and important.I appreciate your efforts.Thank you for all what you do.

    Mohammed A.Khatib,Syria

    By Mohammed Khatib on Feb 28, 2009

  29. hi shaun..
    it is really helpul 4 me “7sins”.. i hope i will learn more 4m it.. thnx alot..
    hina

    By hina on Mar 26, 2009

  30. Thanks for the hints.

    By Fatima Jafari on Mar 28, 2009

  31. Shaun,

    This is an interesting lesson. I am very much appreciating to be getting your lessons on writing skills.

    Thanks

    By Kabelo Kelepile on May 28, 2009

  32. Very much appreciated!

    By MARY ANN ARINO on Jun 7, 2009

  33. Hi shaun,
    This was a very crucial lesson and very interested, I appreciate your effort on this. I felt that I learned a lot from you and improved my writting skills.

    By Mariam Hussain on Jun 9, 2009

  34. Dear Shaun

    Your updates are among emails I look forward to receiving each time as they contain useful, day-to-day tips on the mind-boggling art of writing. I certainly am so thankful to you for your invaluable inputs. Just keep them coming.

    By fay on Oct 1, 2009

  35. A lot of thanks Shaun.

    By nadia kassem on Oct 2, 2009

  36. Dear Shaun; I want to teach my students how to write reports and essays easy, do you have a simple steps which can help me?

    By nadia kassem on Oct 2, 2009

  37. Hi Nadia,
    My main website contains 275+ pages of free writing help content:
    http://www.writinghelp-central.com

    For “how to write” specific docs you can try this page:
    http://www.writinghelp-central.com/how-to-write.html

    Also, your students are welcome to sign up for any of my free e-mail courses:
    http://www.writinghelptools.com/all-courses.html

    I hope this helps.

    Shaun

    By admin on Oct 3, 2009

  38. Dear Shaun,
    I am from Afghanistan. I really want to learn better writing skills, especially in business writing. I appreciate your hard work.
    Can you sometimes send the templates via emails? Thanks.
    - Ahmadullah Safi

    By Ahmadullah Safi on Oct 27, 2009

  39. Hi Shaun,

    Your tips are really useful; I appreciate your efforts.

    By Juliet on Oct 28, 2009

  40. I’m sure, every time you provide us with these tips, it facilitates our writing and allows us to improve on our daily writing skills. The best of outcomes are very important and crucial when it comes to our writting skills.
    Thanks Shaun

    By Mariam Hussain on Oct 29, 2009

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