Start your letter off by stating the intent of your letter. Keep this short and to the point. If you are inquiring into a situation, complaining or asking for something, state it here.
The following paragraphs should give the points you wish to back up your reason for writing. Remember to keep the information to the point. A common mistake is to let your letter wander.
The last paragraph should tell the reader what you want--what you expect in response to your letter. This should sum up the body in one nice, concise ending.
When using abbreviations in writing letters, one must know how do use them properly. If used incorrectly, these can make the writer look as inexperienced as bad grammar or spelling do.
Also, before sending the letter, consider the content. Is this a sensitive and confidential letter? Does it contain information that should stay strictly between you and the recipient? If so, make sure you state and possibly highlight the word "confidential" on the envelope of the letter.
Sometimes secretaries or assistants will open mail for their employer. If the letter is marked confidential, private or personal, they will leave it to the recipient.
In writing a letter, you are usually asking for response on some type of situation.
The proper timeframe for response is 5 business days.
If the recipient is unable to respond fully, he or she should send you some type of acknowledgement of the letter and a time that they anticipate getting back to you.
Also, the recipient, now the letter writer, should respond to the questions in the same order they were asked.