Any type of request letter requires persuasive techniques. Writing a persuasive piece requires that you consider the point of view of the audience first, to understand how to best achieve the result you seek. Following a format, organising your thoughts and hooking the reader are all necessary elements of persuasion. Following particular steps to create a thorough, concise and persuasive request will ensure that your letter is read, understood and considered by the reader.
Create the proper salutation. In a persuasive message, establishing respect is especially important. Therefore, begin the letter with "Dear," "Good Afternoon," or "Attention." Include the addressee's full name if you know it.
Hook the reader by focusing on something positive. This can mean detailing your value as a customer or outlining how long you've been with a particular business. For instance: "I have been a loyal Wachovia customer for eight years and have never overdrawn my account."
Outline the problem in detail. Include all the necessary specifics so that the reader understands exactly what the issue involves. For instance:
On March 13th, I was charged £22.10 for overdrawing my current account. The charge appeared on my statement after a debit purchase of £2.60 exceeded the account balance by £1.40. A check cleared later that afternoon, which would have supplied the funds necessary to support the debit without overdrawing the account."
Propose a solution and make a low cost offer. Suggest to the reader an easy solution that benefits both parties. For instance:
"I'm requesting that you waive the fine charged to my account so that I may continue to bank with Wachovia and fund my current account on a bimonthly basis. My continued loyalty to Wachovia Bank far exceeds the benefit that would be garnered from charging a £22.10 fine for a one-time overdrawing of my account."
Close with a goodwill statement. This can include a statement of gratitude, praise or positive outlook on the future. For instance:
"Thank you for considering my request. I have always been pleased with Wachovia's professionalism, and I look forward to a mutually beneficial relationship with Wachovia in the future."
Close with the proper salutation, such as "Sincerely," or "Best regards."
Always avoid emotional writing when crafting a persuasive letter. Maintain a balanced, objective approach to ensure that the reader reacts logically, rather than defensively, to your request.
Tips and warnings
- Always avoid emotional writing when crafting a persuasive letter. Maintain a balanced, objective approach to ensure that the reader reacts logically, rather than defensively, to your request.