State the purpose in the first paragraph, preferably in the first line. => Is the document addressed to the correct person?
=> Do I need to send copies to anyone?
=> If I want something, have I said by what date?
=> If requesting action, am I doing it politely?
=> Have I provided all the necessary information, facts and figures?
=> Have I made any assumptions? If yes, get them verified.
=> Is there a clear understanding of what the next step is going to be?
This is known as the HOT POTATO because it will cause some reaction or movement from the reader. An example of a HOT POTATO -
"As soon as we receive the documents, we will process your refund. " This statement makes it clear that the reader must send the required documents.
=> Have I verified all the figures and dates?
=> Have I checked all spellings and punctuations?
Once you have ticks for all the questions go ahead and send that letter or email.
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