A (for Action) is missing. In other words, the writer did not include the reader's response. That's why the reader will not know what to do after reading the letter.

You can check to see if your letter is complete by looking at the structure - or outline - of your letter. If one or more parts is/are missing, your letter is not complete. So, it needs to be revised.

There is, however, another way to check to see if your letter is complete.

CONTENT 

You can also check the contents of the letter to see if it is complete. You can do this by comparing the contents of your letter with the plan you wrote earlier in the Writing Process.

What should be included in the contents of your letter?

• the writer's purpose
• the reader's response
• all and only the information the reader needs.

Look at Clever Man's letter again. Try to identify the writer's purpose, the reader's response and the information the reader needs.

What is missing from Clever Man's letter?

The writer has stated his purpose: he is "advising" the reader. The writer has also given the reader some information: he notes that the "PPS details and application form were sent". But the writer does not tell the reader what to do. So, the reader's response is missing.

As a result, the reader had to phone Clever Man to find out what she should do. He told her to fill out the form and return the application form to him.

Try to revise Clever Man's letter to make it complete. On a piece of paper, write what you think the reader should do. Then decide where you should place this reader's response in the letter.

Suggested answer:

Ms Fiona Green

100 Clearwater Bay Road

Sai Kung NT

22 April 200X

Dear Ms Green

PPS

I refer to your recent communication, and for your information please be advised that the PPS details and application form were sent to you at an earlier date. Thank you for your kind attention.

Yours sincerely

Clever Man

You've checked the structure and the contents. As a result, you had to revise the letter by adding a sentence.

Now the letter should be complete. However, there's one more thing you can do to check if a letter is complete.

You can use the "5W1H method". Do you remember this method? (You learned it in Chapter 1.)

The "5W1H method" involves asking the 5W and 1H questions, ie

Who? What? Why? When? Where? (5W)

How? (1H)

You should use this method whenever you write to

• request action or information
• provide information.

This will help you make sure that you include all and only the information that the reader needs.

上一页  [1] [2]