As I have stated before, documentation is everything. It can be a game changer if you are going through due process or if you need to prove something was said and/or received. A great way to provide documentation is by writing a letters. Letters can be used to request information, provide information or request an action. Letters can also be sent in electronic form via email. Whatever method you use to send a letter, make sure you follow these tips for writing great letters.
- Identify your goal. First identify the point of the letter and refer back to it to ensure your letter is meeting your goal.
- Write a draft. After you write a draft, put it aside for a day or two and reread it again to make sure you included everything.
- Do not get emotional. Only present the facts. Do not threaten a lawsuit or name-call in the letter.
- Always list issues in chronological order. You want to start from the beginning, use dates and list any events in a process.
- Include all the facts. This is the bulk of your letter. Make sure the facts are concise and you do not ramble and repeat yourself.
- Stick to the point. Letters should be less than one page in length and only include one or two issues.
- Do not leave out any identifying information. Your letter should have your contact information, your child’s date of birth, school and home address.
- Make a copy. Always keep a copy of your letter. Letters are documentation and part of your child’s file. They can also be used for evidence later on. If you want to be sure that the school or person has received your letter, send it by certified mail.
- Read over carefully. Make sure you ask someone to look over your letter or e-mail for any spelling or grammar mistakes. Letters with a lot of errors are often overlooked.
- Ask for feedback. If you are in need of assistance when writing your letter, contact me.
Looking for sample letters, click here.
What have your experiences been when writing letters?