Formal Writing 강의안 15주
Chapter 15
Plan your letters before you write
Habit may well be one of the most powerful forces on earth.
When you take a busy man who has a thousand things to do, twice that many to think about doing, give him a letter to write, it’s going to read with all the excitement of a telephone directory. He will lean on phrases he has used before, write words he’s not fully concentrating on, get the job done as quickly as possible and forget it.
And there is a pretty good chance the person getting the letter written under those circumstances will forget it too. That is, assuming he reads it at all!
Too many people treat letters like those “bad pennies” that keep turning up even when you concentrate on avoiding them.
It’s a shame, because letters offer a beautiful opportunity to make a good impression on other people and have them think well of both the writer and the company he works for.
But making that kind of impression takes thought; it won’t just happen automatically when the letter is finished and mailed.
Once you have established a pattern of thinking out a letter before you start writing, your letters will improve – and writing will be more fun and take less effort. Here are some guidelines for writing a better letter:
Five guidelines to good letter planning
Make sure you have all the details about the situation you letter will cover.
Know the main reason you are writing. Sound stupid? Well, consider: Is your letter to cool off an angry complainer, to quote a price, to say No to a request? Whatever the main reason, have it firmly in mind before writing; aim at getting it into to letter as soon as possible, and make it clear.
Is there another purpose the letter should accomplish? If you quote a price, should you also make bid for the order? If you turn down a request, should you suggest an alternative course of action? If you turn down a request, should you suggest an alternative course action? And an angry complainer has to be won back as well as cooled off. Know how the situation is to be handled before you write the first word.
If your letter is to lead to direct action, be sure you say what
it is, and how soon it should be taken.
Before you do anything, set aside a specific time for handling your correspondence- a time when you will not be interrupted.
Good planning requires concentration. WE suggest the first hour in the morning. Phones seldom ring, guests seldom visit that early. And your thoughts are sharper first thing; they haven’t yet been cluttered with the day’s problems.
Write notes to yourself when you plan, but don’t write the letter until you’ve phrased it in your mind. That way you’ll avoid using words and phrases that are unnatural.
The plan sheet method
In developing a letter-writing training program one of the largest life and health insurance companies used some simple Plan Sheets. They act as a guide to the thoughts you should have clear in your mind before you get one word on paper.
The company studies hundreds and hundreds of letters, and discovered a surprising thing. You write really only three different kinds of letters: one that you originate; a reply to another; and a follow-up. So they designed three Plan Sheets.
Once you have filled out your Plan Sheet, your letter is
practically written- and you are noting danger of forgetting anything that should be included.
