Before writing any correspondence, you should plan what should be included in this correspondence and why it’s being sent.
As you plan your correspondence you should start by:
1- The person who writes the letter
You represent your organization in the correspondence so never let the client or the receiver feel that you disagree with anyone in the organization or with its policy.
Your job is to put what the organization has to say in terms that your reader can accept.
2- The person who receives the letter
This is the most important factor, before sending the message you should know as much as you can the mentality of the receiver or the way he thinks. Adapting to the reader means writing with the reader in mind which will help a lot getting to the letter goals.
A business message is successful only if the reader: Reads it – Understands it – Reacts on it.
3- The purpose of the letter
You write a business letter if you have a need to communicate, to plan the letter effectively, you should know: why the letter is needed and the response it should bring.
