Collins Dictionaries: Collins Letter Writing

Cover

Title Page Letter Writing How to Get Results ESTHER SELSDON

INTRODUCTION INTRODUCTION Despite the invention of the telephone and the apparent casualness of many of our 21st-century arrangements, the written word is still the politest, most permanent means of communication and still the only really satisfactory way to deal with legal and professional correspondence. This makes letter-writing sound horribly responsible and, to many people, putting even the simplest of thoughts on paper to good effect does seem like a daunting task. But it needn’t be. There are basic rules of good grammar, style and approach that can be broken down into their component parts for anyone to learn and follow. This book lists those rules and helps to break down those parts and, in the process, makes the acquisition of good letter-writing skills a more entertaining exercise. But this is the 21st century and we are now in the modern age of communication. Explanatory chapters on joining the email and internet age are included because it is a rapidly changing world out there and you never know when you might need to employ some of these constantly evolving e-trends. In the same vein, other chapters include sample pro-forma letters that deal with those everyday situations for which you might need to write a precise, businesslike letter but don’t quite know where to start. Of course, the reader can, and should, customise and adapt these model letters to suit their own style and their own needs but a helping hand might just save time. We all need to write. Whether this be to a lawyer, to a friend or even to someone we don’t happen to like that much, a well-expressed letter may make a small but crucial difference. Stronger, more powerful correspondence can eliminate further unnecessary business correspondence or, even more impressively, might make social correspondence a more regular, more entertaining affair. It’s worth a go. Give it a try.

CHAPTER 1: Before you Begin – The Purpose 1 BEFORE YOU BEGIN THE PURPOSE • WHY WRITE? • THE PEN • PEN OR MOUSE? • CHOOSING YOUR MATERIALS • WRITING TOOLS WITWOUD: Madam, do you pin up Your hair with all your letters? MILLAMANT: Only with those in verse, Mr Witwoud. I never pin up my hair with prose. William Congreve, The Way of the World (1700) Why not telephone? Before you set pen to paper or mouse to mat, ask yourself why you need to write a letter. Think about your reason for writing. Do you want, or need, to make a permanent statement and, if you do, and your letter is put in a box and filed, would you be embarrassed to see that very same letter turn up again in twenty-five years’ time? These are the first questions to ask yourself when you think about whether you should be writing a letter at all. Generally speaking, we write because the process of putting words to paper is more effective than speech. It demands the sole attention of the recipient while being read and can be more intimate than speech; it is certainly more durable.

Why write? WHY WRITE? Hundreds of letters are opened every morning. You will want your particular missive to be the one that is clearest on the page and therefore read first, and you will want it to be understood immediately and acted upon without delay. Ask yourself: • Do I know what my message is? • If yes, then is my message necessary? • If yes, then is the recipient my friend? • If yes, then would a telephone call be more appropriate? • If no, then is this mainly a social or a professional communication? • If professional, then am I trying to make an impression? • If yes, then will I be embarrassed to be reminded that this letter exists in a year’s time? • If no, then continue.

The pen

Pen or mouse?

Choosing your materials

Writing tools

CHAPTER 2: Getting Started – The Basics

Is it clear?

How to top and tail a letter

Paragraphs

Layout

Titles

CHAPTER 3: Grammar & Punctuation

Why study grammar?

Punctuation

Spelling

Abbreviations

Tips on style

CHAPTER 4: Personal Letters

Presentation

Apologies

Writing to children

Condolences & congratulations

Fan mail

General friendship & thank you letters

Love letters

Polite requests & rude letters

CHAPTER 5: Business Letters

Presentation

Junk mail

Sample business letters

CHAPTER 6: Technical Matters

Headings

Presenting facts

Memos

CHAPTER 7: Employment Correspondence

Job applications

References

Rejections

Letters of resignation

Complimenting an employee

Reprimands

Dismissals

CHAPTER 8: Communicating with the Media

Requesting media coverage

Declining media coverage

Letters to the editor

Personal letter

Specific articles

General grievance letter

CHAPTER 9: Legal Matters

Libel

Your rights

Copyright

Without prejudice

Communication with solicitors

Threatening legal action

CHAPTER 10: The Electronic Age

Email

World wide web

Faxes

CHAPTER 11: Filing Correspondence

Filing

Keeping copies

Security & Data Protection Act, 1984

Creating an archive

CHAPTER 12: Postage

Envelopes

Types of postage

Poste restante

Forwarding mail

Small packets

Private mail systems

Appendices

Copyright

About the Publisher

Despite the invention of the telephone and the apparent casualness of many of our 21st-century arrangements, the written word is still the politest, most permanent means of communication and still the only really satisfactory way to deal with legal and professional correspondence. This makes letter-writing sound horribly responsible and, to many people, putting even the simplest of thoughts on paper to good effect does seem like a daunting task. But it needn’t be. There are basic rules of good grammar, style and approach that can be broken down into their component parts for anyone to learn and follow. This book lists those rules and helps to break down those parts and, in the process, makes the acquisition of good letter-writing skills a more entertaining exercise.

But this is the 21st century and we are now in the modern age of communication. Explanatory chapters on joining the email and internet age are included because it is a rapidly changing world out there and you never know when you might need to employ some of these constantly evolving e-trends. In the same vein, other chapters include sample pro-forma letters that deal with those everyday situations for which you might need to write a precise, businesslike letter but don’t quite know where to start. Of course, the reader can, and should, customise and adapt these model letters to suit their own style and their own needs but a helping hand might just save time.

We all need to write. Whether this be to a lawyer, to a friend or even to someone we don’t happen to like that much, a well-expressed letter may make a small but crucial difference. Stronger, more powerful correspondence can eliminate further unnecessary business correspondence or, even more impressively, might make social correspondence a more regular, more entertaining affair. It’s worth a go. Give it a try.