How to Write a Compelling Business Letter

For those with some shyness or reticence or inexperience with writing a business letter, I am here to offer a few tips. There is no magic and there are no formulas. If I were to identify the key concept to keep in mind, it's simplicity.

I've written hundreds of business letters, both professionally and as favors for friends and family members. Along the way I have noticed a trend to provide too much information. Most of the recipients of your letters are busy businesspeople. They may be interested in listening to your story, but not if it's an epic.

Here's an example:

You're twenty years old and have a roommate who is less than responsible and more than a pain. You've just lost your job due to attendance issues. Because the job is important to you and you've had excellent reviews, you feel that your termination is unjust.

What you don't do: "My roommate is such a pig. She keeps staying up all night, bringing friends over to party and losing my alarm clock. She can't keep a job, she is a negative influence on me and she's made it impossible for me to be at work on time.

What you do: "I recognize that my attendance has been inconsistent for these past few weeks, a situation for which I am truly sorry. I have recently changed my living conditions, removing any sort of impediment to getting to work on time and refocusing my priorities. Based on my very positive reviews in the past, I am hopeful that you will reconsider my termination. I can assure you of perfect attendance."

One more example:

You have a friend who has been charged with assault and battery. This is his first offense but he had too much to drink and you are asking a judge for leniency.

What you don't do: My friend is a good guy. He doesn't usually drink that much but his girlfriend left him, he had serious car troubles and someone in his office got promoted before he did. We've known each other a long time and have hung out a lot. I know that he didn't mean it but everyone has a little bit too much to drink sometimes and we all tend to get carried away when we get drunk.

What you do: Please accept this character reference for my friend, name. He was in fact intoxicated but is generally a responsible and law-abiding citizen. I have known name for many years and during that time I have found him to be non-violent and rarely drinks at all. Based on a history that is completely free of any sort of indictments or arrests, I am hoping that leniency can be extended on his behalf.

Some time or another, we are all going to write a business letter, for ourselves or for someone close to us. Keep it simple, do not use slang or cliche and omit personal information. On one occasion, one of my letters was described as "short on gravy," a characteristic that was desired by the client. As I pointed out to her, gravy is great on mashed potatoes, but in the context of conveying a business message that is efficient, effective and direct, gravy really doesn't belong.