Collins - Collins Letter Writing

D espite the invention of the telephone and the apparent casualness of many of our 21st-century arrangements, the written word is still the politest, most permanent means of communication and still the only really satisfactory way to deal with legal and professional correspondence. This makes letter-writing sound horribly responsible and, to many people, putting even the simplest of thoughts on paper to good effect does seem like a daunting task. But it neednt be. There are basic rules of good grammar, style and approach that can be broken down into their component parts for anyone to learn and follow. This book lists those rules and helps to break down those parts and, in the process, makes the acquisition of good letter-writing skills a more entertaining exercise.

But this is the 21st century and we are now in the modern age of communication. Explanatory chapters on joining the email and internet age are included because it is a rapidly changing world out there and you never know when you might need to employ some of these constantly evolving e-trends. In the same vein, other chapters include sample pro-forma letters that deal with those everyday situations for which you might need to write a precise, businesslike letter but dont quite know where to start. Of course, the reader can, and should, customise and adapt these model letters to suit their own style and their own needs but a helping hand might just save time.

We all need to write. Whether this be to a lawyer, to a friend or even to someone we dont happen to like that much, a well-expressed letter may make a small but crucial difference. Stronger, more powerful correspondence can eliminate further unnecessary business correspondence or, even more impressively, might make social correspondence a more regular, more entertaining affair. Its worth a go. Give it a try.

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WITWOUD: Madam, do you pin up

Your hair with all your letters?

MILLAMANT: Only with those in verse, Mr

Witwoud. I never pin up my hair with prose.

William Congreve, The Way of the World (1700)

Why not telephone? Before you set pen to paper or mouse to mat, ask yourself why you need to write a letter. Think about your reason for writing. Do you want, or need, to make a permanent statement and, if you do, and your letter is put in a box and filed, would you be embarrassed to see that very same letter turn up again in twenty-five years time? These are the first questions to ask yourself when you think about whether you should be writing a letter at all.

Generally speaking, we write because the process of putting words to paper is more effective than speech. It demands the sole attention of the recipient while being read and can be more intimate than speech; it is certainly more durable.

Hundreds of letters are opened every morning. You will want your particular missive to be the one that is clearest on the page and therefore read first, and you will want it to be understood immediately and acted upon without delay.

Ask yourself:

Do I know what my message is?

If yes, then is my message necessary?

If yes, then is the recipient my friend?

If yes, then would a telephone call be more appropriate?

If no, then is this mainly a social or a professional communication?

If professional, then am I trying to make an impression?

If yes, then will I be embarrassed to be reminded that this letter exists in a years time?

If no, then continue.

The modern fountain pen was invented by Lewis Edson Waterman in 1883 and technology hasnt looked back since. Waterman created a special device which managed to slow down the ink feed to the nib and thereby reduced the chances of any extra ink leaking from the pen. The age-old habit, familiar to cinema-goers all over the world, of dipping a quill into an ink pot was instantly eliminated. Writing became faster and faster still in 1943 when Laszlo Biro, a Hungarian inventor, patented his quick-drying, ball-point pen. Since Biros new invention did not leak at high altitude and could even be used underwater, it was offered as a writing tool to US and UK forces during the Second World War. It was an immediate hit. But the revolution had only just begun.

The worlds first proper computer was built in 1948. It was called the Manchester Mark I and stored and processed any information fed into it very quickly by use of an electronic transistor.

In 1958 Texas Instruments, an American firm, produced the first integrated circuit or silicon chip. All the electrical components in the computer were now combined into one slice of silicon, a type of quartz which was grown artificially and cut into very thin slices. Up to 500 chips could be made from each of these slices and each of these chips could contain, in turn, up to 500 photographic copies of the design of the electrical circuit. In laymans terms, silicon chips are minute and contain a lot of information. The silicon chip enabled the arrival, in 1982, of the word-processor as a mainstream writing tool. Nowadays, things are even easier. Computer programmes have been developed which introduce the concept of formula letters, facilitate the addressing of envelopes and introduce the idea of instant mass mailing.

We now have a whole spectrum of ways to convey our message. The crucial part is deciding which is the right one for you. Just because a word-processing programme exists, this doesnt mean that you necessarily have to use it. The decision is yours.

Main types of communication:

handwriting

word-processed letter

fax

email

Ask yourself:

Is this letter to a friend?

Is it urgent?

Is it complicated?

Is it personal?

Does it involve figures and charts?

Should you have written it yesterday?

In what form would you want to receive this information?

Of any courteous letters, now: There are so few.

Ben Jonson (1616)

Once you have come to grips with the idea that your letter may exist for ever, and yet have still decided to take the plunge, then your next step must be to decide on the most suitable medium for your communication. Is the correspondence friendly, is it an apology and how much information needs to be imparted?

Writing is a slow business. We think much more quickly than we write and pen and ink merely add to the laboriousness of the process. If you wish to convey the idea that you have poured precious, loving care into your correspondence, then old-fashioned penmanship would be the most suitable choice.

Handwritten letters, in other words, demonstrate the fact that the person who sent them cares.