10 Tips For project/programme purpose letters
One of the major differences between a project/programme purpose letter and a memo is that, as a general rule, letters are sent to people outside of the organization, while memos are normally internal documents.
When project/programme purpose letters are internal, they are usually written about matters of some importance; performance reviews and evaluations, a warning, a formal reprimand, disciplinary action, demotion, suspension, termination, announcing a promotion, giving praise, a transfer, or a raise.
Whatever the reason for the missives, formal letters do tend to wind up in tucked away in human resource files, and stay there for as long as the person they are addressed to is with the organization.
So, as a general rule, a project/programme purpose letter is treated with more importance than memos are. This is not to say that they always are more important, just that people tend to treat them that way.
With that in mind, here are 10 helpful points to keep in mind when you write a project/programme purpose letter.
Why?
What are you trying to accomplish? You can’t write clearly until you have thought about the issue clearly, figured out and organized what you want to say. Make a list of the salient points and the results you would like to come about because of your letter. Get rid of everything that gets in the way of your purpose.
The point is…
Whatever the point of your letter is, get right to it in the first paragraph. They are called project/programme purpose letters because the are written to conduct project/programme purpose. As a general rule, pleasantries—if any—are reserved for the opening and closing sentences.
The reaction will be?
Look at the letter the way the recipient will. How would you react? Is it polite? Accurate? As pleasant as it can be under the circumstances? Does it make the point or points you want to make clearly and succinctly? Will it spur the reader to a desired action, or to do the opposite?
Edit yourself.
Keep it short. Keep it focused. Avoid jargon or pretentious phrases. Write the way you talk. Sentences that are more than two typed lines long are too long. Get rid of any words, sentences, or paragraphs that get in the way of your message. Ask yourself how each sentence—how each word—contributes to making the points you want to make. If they don’t—delete them.
Be active, not passive
Avoid the passive voice. Saying “A decision has been reached by the
committee” is weaker than saying “The committee has reached a decision.” Do
not use the passive voice to dodge blame for mistakes. Your reader will
sense evasiveness if you write: “Mistakes have been made” instead of “I made
a mistake.”
Be yourself
A letter is one side of a conversation, in print. Your letter should
sound like you, not a computer, or a warranty written by a lawyer. Make it
as personal as you can within the bounds of your project/programme purpose
relationship.
Anyone who writes in anger… loses.
If you are so mad that you want to yell… yell. After you finish yelling… calm down. Once you are calm… write your letter. Never write it while you’re angry. Your anger will get in the way of solving the problem that generated the anger.
What’s next?
As mentioned earlier, a letter is one side of a conversation, in print.
When you end the letter it should be with some sort of suggestion, or call
to action, that will indicate what you think the recipient should do as
their part of the conversation.
Neatness—and accuracy—counts
Make sure the person’s name is spelled correctly and that you have the
title right. Make sure the letter looks neat and clean, and that there are
no spelling or grammar mistakes.
The end
When you’ve said everything you want to say, say goodbye. Don’t try and get flowery at the end. “Sincerely” or “Respectfully” are two good ways to close a letter.
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