1. Write down your AIM: why are you writing this letter?

 

2.ASSEMBLE all relevant information and documents: copies of previous correspondence, reports, figures etc.

3.ARRANGE the points in order of importance. Decide which points are irrelevant¹ and can be left out. Make rough notes.

4.Write an OUTLINE in note form. Check it through, considering these questions:

Have you left any important points out?
Can the order of presentation be made clearer?
Have you included anything that is not relevant?

5. Write a FIRST DRAFT, leaving space for additions, changes and revisions.

6. REVIEW your first draft by considering these questions:

INFORMATION:
Does it cover all the essential points? Is the information relevant, corrent and complete?

ENGLISH:
Are the grammar, spelling and punctuation² correct?

STYLE:
Does it look attractive?
Does it sound natural and sincere?
Is it the kind of letter you would like to receive yourself?
Is it clear, concise³ and courteous⁴?
Will it give the right impression?

7. Write, type or dictate⁵ your FINAL VERSION.

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