How to Write a Response Letter

Authors & Contributors

The scope of a response letter is contained in the information you provide for the specific purpose of helping the reader grasp your objective. You may safely assume that your reader is a busy person, so getting to the point is important. Your goal is to have the reader make a decision quickly and respond in a timely manner. Information that is not related to your objective should be left out.

Consider your targeted reader. Make it your business to now something about that person. What is their title or position? Are they the president of the company or the shipping clerk? Do they have what you want? Can they do what you ask?

Give them the relevant background informationneeded in order to make an informed decision. Let the reader know who you are and something about your motive. If you are to receive some benefit, it may help to explain for what purpose the benefit will be used. If the reader is to receive some benefit, it may help to offer an incentive to respond.

Put yourself in the reader's shoes and ask yourself what and how much background information is needed in order to take the action you are requesting. Would you already know everything you need to know, or would you need a little more? While you are in their shoes you might also ask yourself how much persuasion you would you need in order to be moved to act.

This will help you determine whether you have supplied too much information, or not enough. It will also help you determine what information needs to be qualified or amplified for the reader's benefit.

In the body of the sample response letter the writer supplies relevant logistical information that the reader will need in order to respond quickly and effectively.