As you review these varied letter samples and create your own, watch out for these common mistakes.
Skipping essential facts, dates, and names: Don’t assume that your recipient is as versed in the content of your letter as you are. Your recipient and the nature of your message are very important to you, but your reader may not remember who you are or what your ongoing dialogue pertains to. Make sure you directly state your purpose, and provide all necessary backstory even if it feels redundant.
Compromising clarity for the sake of politeness: Of course your letter must be positive and professional from beginning to end. Every word should be as respectful and diplomatic as clarity allows. This is not an excuse to avoid stating specific facts.
Rambling: Don’t wander off the subject. After you’ve made your key points, wrap it up. Brevity is the soul of effective written communication. No matter what your issue pertains to, try to keep your letter limited to a single page (if you can).
Entitlement: It’s never a good idea to let your sentences sound rude or curt. But there’s a specific type of rudeness which is rarely tolerated, especially from novice employees: entitlement. Ask, don’t demand. Invite, suggest, and encourage, but don’t give orders. And never expect your issues or your desires to immediately become your reader’s top priority. These simple moves can put your letter on the fast track to the back burner.