If your letter goes on to a second page, where it breaks on page 1 create a space then to right key in “cont’d.” You can start page 2 just by keying in “page 2” and starting again two or three spaces below. Some people create a mini-heading for second page with addressee’s name on left, date in middle, and page number on right, followed by an underline that crosses whole page. This is useful if two pages become detached from one another. Okay. Now we’ve established ground rules, what do we say?

Keep style sharp and simple

Business letters are not literary works. They are verbal workhorses with a purpose only to convey information, and what you want reader to do with it, as quickly and clearly as possible.

Start by making notes as if to yourself. These notes will come out in a direct style naturally, because you’re not intimidated or disquieted when writing to yourself. Don’t restrict yourself to a structure at this stage. Just write out everything you can think of that should go into letter.

Now, match your notes to sequence in one of “skeletons” described below. Discard any notes that aren’t relevant.

If you build up your letter along these lines you’ll find that your style is clear and straightforward, with no unnecessary adjectives, adverbs, business phrases, “corporate speak” or other business BS that some people use in business letters.

All you need to do then is tidy up with a good edit and spelling and grammar check. (Although many people take a lenient view over spelling and grammatical mistakes in emails, they stick out like sore thumbs in printed letters and make you look very amateurish.)

Build your content on a “skeleton”

Normally you’ll identify topic of letter with “re: Your Outstanding Account” or less formally, “Your Outstanding Account” in bold and/or underlined. Then make notes or bullet points of main issues you need to include, on a skeleton like this:

Typically, these would be: 1. Background I see from our records that you were first invoiced for this amount four months ago and statements have been sent out to you each month since then

2. The sticky issue This can’t go on, especially as you haven’t contacted us to discuss extending your credit

3. What I want to happen now Pay up in next seven days

4. Or else We will be obliged to start legal proceedings against you

5. Sweetener If you do pay up by return, we won’t take any further action and will restart your 30 days’ credit as before

6. Next move Please contact me urgently and let me know what you intend to do

Same skeleton, different content

You could use this skeleton for a number of business letter purposes. Not all business letters have you sitting so comfortably in driving seat, however. Let’s say you were recipient of this letter and want to winkle out more time to pay. The elements remain same, but we approach from a different angle...

1. Background Thank you for bringing this to my attention – I had no idea we were so late paying

2. The sticky issue We’re experiencing serious cashflow problems at moment but we have taken steps to rectify this and anticipate problem will be solved in next 3 weeks

3. What I want to happen now Would you consider extending our credit for a while longer, perhaps with interest being chargeable at a rate we can agree?

4. Or else We really would like to continue buying our supplies from you but if we enter into a dispute goodwill will be lost and our business relationship will be over

5. Sweetener I can assure you our cashflow problem is temporary and we want to preserve our business relationship with you if possible

6. Next move I will phone you in next few days to discuss payment terms

Build your own skeleton

Obviously that 6-point skeleton isn’t going to work for every business letter, but a shortened version of it will be useful because you can build it back up so it’s tailored to any number of different needs. Here’s basic one that I use:

1. Background 2. The key issue 3. What will or should happen 4. What to do next

Any further tips? Only that business letters should always be as short as possible. That’s not as simple as it sounds. Somebody famous (can’t remember who) once apologized for writing someone a long letter, as he didn’t have time to write a short one. It’s hard to write concisely, but if you use style and skeleton tips above you’ll find it somewhat easier.

If you need to go into detail, separate that off into a different (but attached) document and use letter only as a summary of issue and a call to action.

I’m no social psychologist so I can’t quote you a scientific reason, but separating detail from key points usually means that both get read more thoroughly. It’s probably because by separating two elements you provide readers with more digestible looking chunks. Anyway, it works!

In another situation tenants learned that apartment owner was in default on his monthly mortgage payments and lender had begun a foreclosure action.

All tenants had time remaining on their apartment leases and they had no intention of moving.

Bad news for tenants... real property foreclosure law states that junior liens and leases are extinguished by a foreclosure.

This means tenant leases do not have to be honored by whomever buys property at foreclosure auction.

The tenants will receive due process by receiving a notice to vacate and if they don't move they will face an eviction lawsuit.