How to write a information letter
An information letter (or letter-presentation) is most widely used in business communication and serves to establish communication, request information or describe a new product or service. As a rule, information letters are written to people who are not personally acquainted with each other, so it is so difficult to guess with the tone and style of the letter. But you can learn some simplified effective methods that will help make your letter accurate, readable and effective to fulfill your goal.
We write the introduction
If possible, address your letter to a specific person
Information letters should, if possible, be addressed to the person who will read them. If you send a letter to a general address or to a company where you want to get a job, and you are not sure whom it will be, then it is acceptable to write “To All Interested Persons” or to address a letter to the staffing specialist or other responsible officer.
Start your letter with the indication of your position, academic rank or role and explain the reason why you write. Usually the letter does not indicate its name, as it will be indicated below, as a signature.
Describe your goal clearly
As soon as possible in the letter-presentation, it is necessary to express the reason why you write. What do you want? Why do you write? If such questions even come to the mind of the employer or the company, there is a growing possibility that your letter will end its way in the trash, rather than bring you the expected interview.
Go to the very essence: “Today I’m writing to you to consult on the vacancy of the financial controller” or “I’m writing to uncover the characteristics of a new product recently presented by our company” – these are perfectly effective examples of the question that should be used in the very first sentences of the letter .
Set the appropriate tone and style for the letter
When writing an information letter it will be good to use a consistent and competent style that does not deviate too much towards familiarity and does not boil down to a stiff or technical sound. The tone of information letter should be professional, but not too cold or robotic. It is important to keep in the letter an element of human heat, while adhering to the rest of the professional content.
One of the common mistakes made by inexperienced authors in this is to avoid abbreviations at any cost – to such an extent that the letter reminds us of a translation rather than an original letter. Use abbreviations to make the letter look like a conversation, but professional. Let your letter represent you.
Don’t try to demonstrate your mind, replacing ordinary words with book and encyclopedic ones. This is not a master’s work, this is information letter. Use relevant words and clearly express your thoughts.
Establish a personal connection
Explain how you learned about this vacancy, the opportunity or the company you are writing to, and describe your relationship with it. After reading the information letter, the employer or employee of the HR department should have a clear sense of who you are, why you want this job and whether you will be good at this job. If the established communication is strong enough, you will be offered to go for an interview and give a chance to get a job.
If you have any connection with any of the employees of this company or you are recommended to apply for a job, or if you are familiar with the person who previously received a grant from your institution for their work, it is better to mention this at the very beginning of your letter. This can spur the memory of your addressee, Or will be a chance to be remembered, stand out among others.
Write the main part of the letter
Associate your qualifications with the chosen position
If you are trying to clarify your qualifications, competence and ability to cope with work or projects, it is important to clearly identify this conection with several proposals and explain how your experience in accomplishing other things is related to the ability to do just that – whether it’s a new position, transfer or A completely new work for you.
Outline some of experiences that you had in the field or industry where you are trying to get through your letter. If you have planned your newsletter as the above, it should focus on a certain kind of professional field or industry. It will be useful to include in the list of specific skills to the letter brought the result.
The desire to get a job is not the same as possessing the necessary qualities to carry it out. If in the introductory part you emphasize that you are interested in an interview for a given position, because you are good for it, you do not need to repeat the same thing fifty times. The words that you “really really need this job” do not make you a more attractive candidate.
Be as specific as possible
Set the time when you can meet in person, or explain what exactly, according to your expectations, should occur as a response to your letter. If you want to discuss your qualifications at an interview, then write. If you want to start working right now, do not hesitate to say this. Find out everything you can about the recruitment process or the application process, and then ask about the next step in the process.
Concentrate an information letter on the work of a particular level. You don’t need to directly mention the type of assignment or position, but do not forget what result you are striving for, so that the letter corresponds to the goal.
Do not include in the letter the information that you have already indicated in your resume
Enumeration of your academic degrees, awards and boasting of connections is not the best idea for an information letter. Repeating information that can be quickly viewed on your resume is an extra waste of space and letters. You are not trying to write about what you can learn faster and easier elsewhere. You write to make yourself more “sell” and take the first step in developing business relations.
Write to be invited to an interview
It is unlikely that you will ever get a job or a reward you want, only thanks to the power of writing. Writing a letter will help you take the first step in business relationships, gives you a chance to prove your ability to be the person the employer or someone who reads your letter is looking for. For this reason, it is best to go to the very essence, emphasize your qualifications and relationship with the post and try to move on to the next stage of the process, be it an interview or some other step in recruitment.
Repeat the most important information in the conclusion. Just before you finish the letter with a proper farewell, it’s a good idea to briefly repeat what you want with direct text.
Check and edit the letter
Check and subtract your letter
After writing a draft it is absolutely necessary to go through the text of the letter once again and put it in order at the proposal level and in addition to them. All authors know that the work is not considered finished, until it is verified. Once you wrote the letter, the hardest part is behind, but you still need to leave enough time to put it in order.
Verification is more than the elimination of typos and spelling mistakes. Look at your letter with a fresh look and make sure that all nouns and verbs have been agreed so that you correctly convey the message and that your letter reaches the goal that you set yourself.
Once you are satisfied with the quality and success of your letter, you can start proofreading and searching for “belated anxieties” – things that you could mess up at the last minute, among them correction of typos, spelling mistakes and formatting your letters.
Let the letter be simple and concise
Information letters, in general, should not be longer than one side of a sheet of paper, or exceed 300-400 words. Regardless of the reasons, it’s likely that you write to someone who has to work with a mountain of papers on this day, and he will hardly want to carefully check your particularly long and pointedly bloated letter-presentation. It’s a shame if all your hard work is in the garbage, so it’s important not to exceed the volume. In your letter, focus only on the most important information.
Give the letter the correct format
Letters must be correctly placed on the page, so that you can see the separate introductory part, the paragraphs of the main part and the concise conclusion. If your letter will look like one uneven paragraph without contact information and greetings, you will not get any work on the invitation for an interview.
Attach a CV, if appropriate, following the information letter. The information letter should be the first in any set with the application.
Include the most current contact information in it. Last time editing the letter, do not forget to enter all the important contact information, it is usually indicated in the upper right corner of the tap. Provide your email address, phone number and other basic contact information.
Think about adding a postscript
Some teachers and experts in business communication recommend adding the most important and urgent information to the postscript (P.S.) to the letter. The reason that this often works, one can consider the fact that many people process information in the form of a letter. How to put important information in the conclusion, postscript can be more effective. Although it may seem to some to be retreating from the form, but the postscript usually becomes an effective way to highlight important information and make sure that your letter is different from others.