Writing letters that get read

I have been helping producers for one of my clients create letter, and e-mail campaigns to announce new products, and services. This process uncovered some significant issues with writing skills I want to cover. In my opinion, letter writing is a defined process with a well-defined set of inputs designed to produce the same results every time. This is a critical premise considering the significant dollars wasted each year on ineffective letter campaigns that produce poor results.

There are basic rules that apply to prospecting letters with respect to structure, content, and style that must be followed. I have written hundreds of marketing and sales pieces, and kept track of results. I believe all good prospecting letters share some basic characteristics. These apply to the following pieces of correspondence.

Letters which Introduce:

A product or service

Yourself using a referral

Yourself using an affiliation

A program or niche

Structure- Length

One Page. The best message requires the fewest words.

Tip: Write it, read it, cut in half. Twice.

Use your best vocabulary to convey a clear, succinct message.

Avoid repeating descriptive words. Use thesaurus to find synonyms.

Remove unnecessary prepositions, and run on sentences.

Structure – Style:

Several small paragraphs with 2-3 sentences per paragraph.

Font: Times New Roman, Verdana, Tahoma, or other clear font.

Font Size: 12. Easy to read, and larger font forces brevity.

Font Color: Black, dark blue, dark grey. Contrast with paper or background color. Use italics, bolds, or underlines sparingly to highlight an important topic, heading, or title.

Structure – Content format

Gain attention passage

Description of benefit or product passage

Testimonial passage

Short Company or personal bio passage

Next step passage

Thank you

Writing styles:

Your default style is always pragmatic. Adapt your style when:

•Writing to a position- Owner, Controller, Accountant, Engineer.

•You know the personality of the person you are writing. If you know the personaliy style of the recipient you can make the following changes.

Writing to the Pragmatic: Described as direct, blunt, clear, unemotional, formal

• Black and white, grey, or dark blue
• Professional
• All business
• Brief, direct, waste no words

• Key Words: New Concept, Innovative, Cutting Edge, Unique, Customized

Writing to the Leader: Described as outgoing, spontaneous, people oriented

• Less formal than Pragmatic
• Friendly tone
• Can add humor or personal touches
• Short and easy to read
• Can add color and style
• Innovative, creative approach

• Key Words: Quick, Easy, Competitive, Feasible, Results, Relationship, innovative, Creative

Writing to the Supporter: Described as warm, caring, supportive, people oriented

• Warm consultative tone
• More color and design characteristics
• Formal and professional, but without the direct edge of a pragmatic
• More thoughtful and descriptive benefits paragraph
• Key in on benefits to people
• Use a reference if possible

• Key words: Stability, Feeling, Team, Security, Commitment, Relationship

Writing to the intellectual: Described as analytical, factual, deliberate, task oriented

• Formal, professional tone
• Black and white
• Font no bigger than 12. Times New Roman is a good choice
• Factual
• Give more data and provide attachments, or instructions for more information
• Don’t waste time on testimonials

• Key selling words: Analysis, Logical, Projections, Research, Results, Bet Option, Facts

If you follow this structure, you will have a consistent approach that delivers consistent results. If you write clearly, concisely, and invest time in crafting a short, impactful letter, it is less likely to get it tossed in file 13 without being read. When working with a prospect, make sure you adapt all of your correspondence, including your proposal to the dominant personality style of your prospect. Your message will be better received.

Your thoughts and comments?