Injured Workers Support Network Training

Writing a Letter.

Written correspondence is still an important skill for communicating with Insurers and others in the

Workers Compensation system. Making a letter work isn't too difficult though. 

The Structural Bits.

In the top left put your:

Name,

reference number (if it applies)

and Address

Below this add the details of the person you are sending the letter to.

The persons name

Their Position

Their address

The date 

Leave a line.........

Then put the person's name in again with a To, or Dear Mr/Ms there:

            To Ms Smith,

If you don't know who the person is write the department you are sending it to instead, i.e To the Claims Department,

Start your letter by saying why you are writing (what we call elsewhere the ask). 

I am writing to you today to ask you to do X, Y and Z.​

Continue to write your letter (if you are typing it make sure the font is simple and your text alignment is set to "justified" (full page length).

This is right text aligned

This is centre text aligned.

This is left text aligned.

This is Justified Text aligned. It makes it easier to read and to follow if you are writing full sentences across a page.

Once you have finished your letter you should again include the sentence you began with i.e "again, I write to you so that I can ask you to do X,Y and Z"

To finish your letter write:

Yours sincerely, 

Then your signature

and your name underneath

then your contact details

(ph)one number,

Email@address

(If you have any requests re contact put them below your contact details)

Deciding what to write in a letter. 

What you put in a letter is entirely up to you but structuring how you write it will help the person reading it understand what you expect of them (if anything) and how they can best assist you. 

Once you have written the first sentence, spelling out the reason you are writing to them you should spend the next few paragraphs ​explaining why this is important, giving the background and any other information that assists with your argument. Start a new paragraph for each new component of your argument. 

Remember to be respectful of the person reading it (try not to swear or accuse if it isn't warranted) and NO SENTENCES IN CAPITALS (it distracts the reader rather than highlights the point). 

Try to keep your letter as simple and short as possible, long letters tend not to be read all the way through unless they flow from logical thought to logical though (in the readers opinion, not the writers). ​

If you need to attach information, refer to it in the letter and at the bottom of the letter (after your signature and contact details, list any other paperwork you are attaching​

What every you do, do not send original copies of your personal information, especially if there is even a slim chance you will want it back. 

Edit the letter

Once you finish writing your letter, read it back to yourself and make changes if you think they are necessary. If it is an important letter, ask someone else to read it as well and point out any changes they think you should make.

Next:  Make those changes. ​

Use a spell check (an Australian spell check, not the American default​ one). 

Notes on Grammar

Grammar in written English is different from our spoken English​ and, in truth, unless you are skilled in using commas, best to avoid them. Replace commas with full stops. Change the sentences to fit as you do this. 

Writing in the Active Voice.

This just means placing the business up the front of a sentence.​

or

The business goes first. 

It also means deleting unnecessary words which are fillers. ​

Or

Delete the fluff words of a sentence ​(like it also means in the previous sentence).