Cherry Chappell - Penguin Writers Guides: How to Write Better Letters

Dear Reader,

Not long ago, I sat opposite a young foreign student on an underground train and idly watched him as he opened a letter. His face lit up. Photos fell out. He whooped. He then read his letter, smiling and even laughing out loud at one point. His delight cheered me up, along with everyone else around us. When he left the train, still hugging his letter, I felt he would find time later to read it again and maybe a third time. Perhaps he was homesick and the letter was from his family; maybe it was from a special girl. Well never know, but the incident reminded me of the importance of personal letters. A handwritten letter or note, perhaps to a friend who is going through a tough time, is much more intimate and caring than an email or a text message, and can be read again and again. A good luck note may give the recipient confidence.

There are many other reasons why letters remain an important means of communication. Despite mobiles, land lines, broadband and text messaging, there are still occasions when it is much more appropriate to write a letter. In an official sphere for instance, when you are making a complaint a letter has a legal presence. In other instances, a letter shows a commitment and a strength of purpose that an email message may not. Then, sometimes, we need to send a covering letter for forms we must fill in, for that important job application perhaps.

Unlike speaking to someone directly or on the phone, the value of writing a letter is that it is not immediate; it gives the writer time to structure the communication, select the right words, consider the tone and style, polish it, maybe put it to one side and read it again, reflect and ponder, so that the final version is precisely what you wish it to be.

Sometimes letters are better written on paper and posted with a stamp, while others can as easily be despatched as an email. Whatever the means of delivery, writers will wish to express themselves fluently and appropriately. You will probably want to give special meaning to a personal letter, and ensure that it is one the recipient will relish reading and perhaps treasure. On the other hand, you will need to ensure that business and official letters contain all the necessary information, but are presented with clarity and brevity. Busy people need to understand in the shortest possible time what your letter is about and what you require of them. You are more likely to receive a prompt and positive response if your letter is easy to read and concise.

Some people adore writing letters I certainly do. Others, for a variety of reasons, find writing letters a chore to postpone as long as possible, or something to be drafted, redrafted and worried over. Still other people enjoy scribbling a note to a chum, but seize up when faced with an official invitation. Most of us find writing a letter of condolence, so important to someone who has recently been bereaved, the hardest one of all.

This guide is designed to help you enjoy yes, enjoy the process of letter-writing. If you are writing about a job, its probably wise to ask someone to check for spelling mistakes and other howlers but, for most other kinds of letter, it is better to go ahead and write errors and all than never to have written at all.

With best wishes,
Yours sincerely,

Cherry Chappell

Chelsea, London 2006