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How to Write a Message, Letter or Email?

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Q1 How to write a message, letter or email?

Determine the type of audience and what format to use?

The first step to clear writing is to choose the appropriate format. Do you need to send an email? Or write a formal letter?

The format and your audience will set your "writing voice" that is, how formal or relax the tone should be. For example, if you write an email to a potential customer, should it have the same tone as a e-mail to a friend? Definitely not!

The most important part of writing a good letter is your ability to identify who your audience is. If you are writing a letter to the department of human resources, avoid using technical terms that only engineers would understand, even if your letter is being addressed to an engineering company, chances are that the people working in human resources department does not have an engineering background.

The next thing is that you make sure your present your purpose in a clear and concise manner. Don't be vague about your purpose, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a long letter, just get to the point without going into unwanted details.


Your document should be as "easy to read" as possible. Use can use headings, subheadings, bullets and numbering whenever possible to break it up your text.

Fix your Grammatical Errors

 It is important to learn and write messages, letters and emails with proper grammar, and to avoid common mistakes that your spell checker will not find. It looks very unprofessional if there are errors in your document.


Many people rush through their documents, but this is how you miss errors.

  • Follow these instructions to check what you have written
  • Proof your headers and sub headers
  • Read the document out loud
  • Use your finger to follow text as you read

Start at the end of your document: Proofread one sentence at a time, working your way from the end to the beginning. This helps you focus on errors, not on content.

Identify your audience before you start creating your document. And if you feel that there's too much information to include, create an outline to help organize your thoughts. Be sure to proof the final document. Like most things, the more you write, the better you're going to be!

Steps to write an effective Email:

  1. Don't over communicate by email.
  2. Make good use of subject lines.
  3. Keep messages clear and brief.
  4. Be polite.
  5. Check your tone.
  6. Proofread.

Q2 What are positive and neutral message? How do you execute them on paper?

Neutral letters transmit non threating and often a pleasant message.

In some Letters you may convey either good or routine or neutral information. These letters are relatively easy to write and understand because the nature of the message. Common example are:

  • Customer granting
  • Order to be filled promptly
  • Making and adjustment requested by customer
  • Granting an application for credit
  • Supplying information

We should present our ideas in a direct or deductive arrangement when writing a good news or neutral letter.

Step: 1 Start with the main idea: because you are conveying a positive or neutral information there won’t be any resistance or disagreement so you need to get right to the point.



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