Writing Letters That are Easy to Read

Writing is a daily part of the job for professionals in all types.  Here is an easy format anyone can use.

State the purpose in the first sentence. The first sentence expresses the subject of the letter.  If there are two or more subjects to a letter, list each of the subjects in the opening paragraph in list below the opening paragraph.

Use bold face or capital letters to show that you are making a change from one key point to another.  A writer’s use of bold face or capital letters is helpful to the reader.  The reader may only have time to scan a letter.  If so, the key points stand out in the brief statement that is in bold face or capital letters.

Carefully review your letter for grammar.  I carefully review what I have written by rereading the letter inside a word processor or text editor that checks grammar.

Ask someone to help you proofread your material.  I am careful to correct what I write but I still overlook mistakes.

In conclusions, the formula for writing letters is simple.  Introduce the topic in the opening sentence.  If you wish to write about multiple topics, just say so clearly in the opening paragraph.  Use bold face or capital letters to introduce new subject so that the reader receives a little alert of the transition in the subject.

Your readers will appreciate writing that they can read easily.  You will find that the readers respond to your letters will be more favorable as well.

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Red and Green Lines: Good for Links, Bad for Resumes

Have you ever noticed how some word documents are lit up with red and green lines?

Those lines are the method word-processing software uses to call attention to errors in a document.  To most of us, that information is common knowledge.  Therefore, I am surprised when I see those lines show up so often in business letters and resumes.

There are settings in MS Word to prevent those lines from appearing.  Using those settings, however, puts the writer at the disadvantage of not having the lines to help catch mistakes.

The most common mistake that creates the lines is an incomplete sentence.  Some examples might read like the following statements:

Bullet Point For Microsoft Word

A better way to make the same statements is to make bullet point lists and leave off the period at the end of each listed point:

  • Led the nation in sales
  • Promoted  three people
  • Reduced operating costs

I hope this helps some of you find that you have less red and green lines on your resumes and more interviews offers from the people who read them.