Writing a tactful advice letter

Respond quickly to the request for advice. Give yourself time to think your answer through carefully, but let the person know that you care about him/her and the situation by sending your letter within a few days of receiving the request.

Keep the tone respectful.No matter how you may feel personally about the subject you are asked to give advice on or the person who asked for it, keep the tone respectful, helpful and congenial.

Be careful of appearing judgmental.Avoid direct or implied criticism.

If you cannot give advice, express your regret. Suggest that someone else would be in a better position to offer such advice. Avoid comments or expressions of personal opinion unless they are complimentary.

If the topic is a sensitive one, consider your approach carefully. Avoid strong language. Strong language may discourage your reader.

Give advice only on the subject you have been asked about. Keep your advice simple and to the point.

Give personal advice only when asked.Remember that personal advice should be given only when it is clear that someone has sincerely asked you for it. Even then it must be done with caution and sensitivity.

If someone takes your advice, maintain a tone of appreciation without any hint of condescension or feelings of superiority.Emphasize the reader's strengths, rather than the value of your advice.

When you are the one seeking advice, look to people you know you can rely on. They should be worthy of your trust and be willing to keep your request confidential.

Show gratitude with a nice letter. When someone responds to your request for advice, whether you ultimately use the advice or not, it is always a good idea to write a thank-you letter or letter of appreciation.

If you use the advice or suggestion, give appropriate recognition. If you do not use it, you may wish to keep the advice letter at hand for future reference in case you change your mind.

Giving professional advice:

Keep your language simple. Do not assume your reader knows all the jargon of your profession. Also, in our litigious society, giving professional advice may backfire despite your good intentions. Take precautions. Be sure your advice is professionally defensible. Consider including outside references or another person's opinions to reinforce your advice as well as protect yourself. Keep a copy of your letter and send one to any third party you think should have it.

How to write a request letter

As the name implies, request letters are usually sent to ask someone for information, goods, or services. Like all business letters, the request letter should include the following elements:

1. Date

2. Name and address of person you are writing to

3. Subject line (what is the purpose of your letter?)

4. Salutation (i.e. “Dear Mr. Smith:”)

5. Body of letter (your message)

6. Complimentary closing (i.e. “Thank you for considering my request.”)

7. Signature line (remember to sign your letter!)

8. Your name and contact information (not required if given in letterhead)

9. List of enclosures (if any)

In a request letter sent to a person or organization, you should try to state your request in the first sentence. You should explain who you are and why you are writing to him/her/them in the first place.

In the body of the letter you should:

• explain exactly what you are asking them to do

• include background information or web links for them to retrieve more information

• briefly describe the project you are working on

• give your work’s address and telephone number for future contact; do not use your personal address or telephone number

• be sure to thank them for considering your request

When writing a request letter, you may also wish to consider the following tips

• Keep the letter short and to the point. Letters should be concise, factual, and focused. Try to never exceed one page or you will be in risk of losing your reader. A typical letter page will hold 350 to 450 words.

• Focus on the recipient’s needs. While writing the letter, focus on the information requirements of your audience, the intended addressee. Imagine the intended recipient seated across a desk while you are explaining the subject of the letter. What essential information does that person need to know through this communication?

• Summarize your request in the first or second sentence.

• Use simple and appropriate language. Your letter should use simple, straightforward language for clarity and precision. Use short sentences and don’t let your paragraphs exceed three or four sentences.

• Re-read and revise the letter. Do a first draft of the letter and then carefully review and revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions? Does it deal with all of the key issues? Are the language and tone appropriate? Sometimes reading your letter out loud can be helpful.

• Check spelling and grammar. A letter is a direct reflection of the person sending it, and by extension, the organization that person works for. When the final content of the letter is settled, make sure that you run it through a spelling and grammar checker. Sending a letter with obvious spelling and grammar mistakes looks sloppy and unprofessional. You may also want to ask a friend to proofread your letter.

Once you receive a response or fulfillment of your request, be sure to send a thank-you letter to your contact person.

Here is an example request letter: