company newsletter:
The two most important parts of the business letter are the first paragraph, which contains the purpose, and the last paragraph, which contains the outcome.
The purpose should state clearly why you are writing the letter. Be direct. There's nothing wrong with writing, "This letter is to let you know. . . ."
Sometimes you might want to introduce the purpose with a brief reference to seeing the person again or enjoying yesterday's lunch. But don't belabor the issue. Use that only as an introduction.
Must you always include the purpose in the first paragraph? No. There are two exceptions. One is the good news/bad news letter. The other is a letter that mentions or asks for something to which the reader might react adversely. For example, in a letter asking for a raise, begin with a discussion of your accomplishments and the reasons you deserve a raise.
The body of the letter includes the details of your topic. Write from the reader's perspective. What is in it for her? Anticipate her questions. Don't tell her anything she doesn't care about or need to know. Too much detail can be confusing.
The last paragraph should contain the outcome. It tells the reader what he is supposed to do or what to expect. For example, "I'll call you next week."
Keep your sentences and paragraphs short. Limit the letter to one page if possible. Brief letters are read first and responded to quickly.
CLARITY, BREVITY, SIMPLICITY:
Clarity, brevity and simplicity are the three goals of effective communication. Think of them as the larger context in which you will find the other guidelines and techniques of good writing.
Clarity: Clear writing is writing that cannot be misunderstood. Clarity means there can be no ambiguity in your writing. When writing is clear, your words can have only one meaning.