Plain English Guidelines: In letters, avoid fusty first sentences and formula finishes.

Your first sentence should be clear, complete, concise, and written in modern English. Steer clear of these 3 traps.

(1) Avoid writing half a sentence instead of a full one – Your first sentence should be complete.

Compare:

1. Further to your letter of 3 February concerning the trustees of the P F Smith 1982 Settlement.
2. Further to your letter of 3 February concerning the trustees of the P F Smith 1982 Settlement, I am pleased to enclose the form you requested.

(2) Avoid repeating the heading – If your letter has a heading don’t keep referring to it.

Compare:

1. Dear Ms Widdicombe

   ‘The Tree House’, 67 Larch Avenue, Poplar

   I refer to your enquiry yesterday in relation to the above-mentioned property, and enclose details as requested.

2. Dear Ms Widdicombe

   ‘The Tree House’, 67 Larch Avenue, Poplar

   Thank you for your enquiry yesterday about this property; details are enclosed.

(3) Avoid such fusty phrases as:

• Our recent telephone discussion refers.
• Re your letter of the 10th, the contents of which have been noted.

Keep the finish simple, warm, and sincere:

Example:

• I look forward to receiving your application soon.
• I hope you will understand our position and I regret that we cannot help any further.

Learn more about letter writing.

 

Keep Sentences Short Use Easy to Understand Words Use Fewer Words Use Active Voice Use Crisp, Lively Verbs Use Vertical Lists Put your Point Positively Reduce Cross-referencing Avoid Sex Specific Usage Letter Writing Use Accurate punctuation Avoid Writing Myths Plan Before you Write Organize your material Presentation Writing Clear Instructions Use a Clear Layout