Direct approach (positive letter)

Direct correspondence begins with the reason for the correspondence.  If you are making a request or an inquiry, state it.  Continue with whatever explanation is necessary so the reader will understand the message.  Close the letter with a courteous thank you for action taken or with a request for action by a specific time.

Indirect approach (negative letter)

When writing indirect correspondence:

• Begin with an opening statement that is pleasant but neutral
• Review the circumstances and give the negative information
• Close the correspondence on a pleasant and positive note

Persuasive approach

Use the persuasive approach when you want to convince someone to do something or you want to change an indifferent or negative reader’s reaction.  Your goal is to turn a negative or indifferent attitude into a positive one.  When writing a persuasive letter:

• Get the reader’s attention quickly, open with the ‘you approach’
• Continue by creating interest and desire
• Close by asking for the desired action

The approach is also known as the AIDA approach – Attention, Interest, Desire and Action.  An example would be a charity asking for assistance.  See summary on next page for styles of letters.