By Chance Hogan
Very good business communication is very difficult. But it is something that you can learn. Enjoy a few practical tips.
Purpose and message
First think about the purpose and message of the text. Say you're an attendance officer and you have to write to parents about their child's truancy. What is the message? What is your goal? The message is probably simple. Your son is missing school on a regular basis. What is your goal? Do you want parents to meet you school? Do you want parents to talk to their son? Only when we know the goal can we write a clear and effective message.
The structure of your letter
The goal of the opening is threefold: make contact, entice your reader to read on and manage the expectations of your reader.
How do you contact?
This is actually quite simple. You start a letter to your grandparents with "How are you? I'm doing well. "You do not write: "I'm doing well. How are you? ". And if possible, refer to earlier contact, "You know me, I am the attendance officer, I have your son's school parent-teacher meeting scheduled."
How to seduce your readers?
Readers always want something like money, status, prestige, convenience or novelty. Your reader wants to read on only if he expects it he gets something he needs.
Managing the expectations
Manage expectations. How? By example in the last line of your introduction will tell you what to write in this letter. The attendance officer writes: "This letter tells you how often your son skipped school this school year, measures the city will now take and what you can do."
Most readers are lazy. Readers do not read. The fact that you read this, I owe to subheadings. The attendance officer uses the following sub-headings: "How often your son skipped school", "What action is the school taking?" and "What can you do?" You see these are all questions. Many readers find it enjoyable. But the attendance officer may also write: "Failure Rate", "Measures of the municipality" and "Your action"