Before Writing

Before writing a business letter, consider the following:

Objective(s)
Why am I writing this letter?
What do I hope to accomplish?
What action do I want from my reader?

Your Audience
Who will read this letter?
How can I appeal to the reader's interest?
What attitude might the reader have toward this information?
Will the reader consider this good news or bad news?

Organization
What information should be included first/last?
What details does the reader need to know?
Does my conclusion motivate the reader to do something?
Do I end the letter in a positive and polite manner?

Professionalism
Do I use a professional business letter format?
Do my language and style show a positive attitude toward the reader/the
company/the product/the information.
Will my reader be offended by anything in the letter?

Proofreading
Are there any spelling errors, typos, etc.?
Is the format of the letter appropriate?
Have I signed my name?