Letter-Writing Errors

The Twenty-Eight Most Common Letter-Writing Errors

If you’ve ever seen a batch of letters sent in response to a want ad, you know they can be

hysterically funny. A random sampling usually demonstrates every mistake in the book

(like sending the letter to the wrong company). Here are twenty-eight common errors to

avoid:

1. Addressing letters, “Dear Sir:” or “Dear Sirs:” As you know, many readers today

are women. If gender is unclear, the salutation should be something like “Dear

Hiring Manager,” or “Dear Human Resources Manager.”

2. Addressing letters, “To whom it may concern.” Find out who will receive the

correspondence, and address it personally. One company received a letter

addressed to “Dear Whomever,” to which an employee replied, “I'll answer to

anything but this!”

3. Enclosing a photo. Skip the photo unless you’re a model or an aspiring actor.

4. Handwriting or typing over an old resume or letterhead. If you’ve moved, start

over. Changes on old documents aren’t acceptable.

5. No signature. Even if you type your name at the end of correspondence, you

should sign the page in your own handwriting to give it a personal touch.

6. Spelling errors. One applicant said he was well suited for “writting and editing

chores... contac t (sic) me at the adrwss (sic) below.” Would you give him your

editing work? Another writer said she would enjoy “hearing form (sic) us.” Word

processing spell checkers make mistakes; so proof everything.

7. Not checking grammar. One person wrote, “It sounds exciting and give me (sic)

the opportunity to use my skills.” Check your letters for correct sentence

structure. Have friends review them too.

8. Handwriting letters. Brief 30-word thank you notes can be handwritten, if legible.

All other correspondence should be typewritten or word processed, even if you

have to borrow a word processor or pay a secretarial service. Handwritten letters

don't say “business.”

9. Using a Post-It Brand Note as a letter. Post-It Brand Notes aren't letters. Using

one says, “This isn't important. I was too busy to write a real letter.”

10. Using the word “I” too much. Some letters are filled with 20 or 30 I’s. Make sure

yours aren’t. Advertising is about “you.” Emphasize “you” rather than “I.”

11. FAXing letters unexpectedly.

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12. Forgetting to include your phone number. One woman wrote, “Please call me at

home,” but didn't include a phone number.

13. Cluttered desktop publishing. With the advent of PCs, some job seekers feel the

urge to “be creative” using various type sizes and fonts. Avoid this in business

correspondence. Except in rare cases, business letters should look conservative. If

you want to be creative, do so in your choice of words.

14. Using a post office box as an address. Except in rare cases, such as conducting a

confidential job search, use a street address. Post office boxes seem “transient.”

15. Oddball phrasing, such as “an opportunity to expand my strengths and delete my

weaknesses . . . ” Or, “You may feel that I'm a tad overqualified.” Or, “Enclosed

herewith please find my resume.” Do you talk that way? You should write the

way you talk. Avoid bad phrasing by having others critique your letters.

16. Typos, like “thankyou for your assistance.”

17. Mailing form letters. Some letters contain “fill in the blanks.” Generic forms don't

work well.

18. Not saying enough. One want ad letter read, “Please accept my enclosed resume

for the position of Executive Director. Thank you.” That’s too short. A letter is an

opportunity to sell. So say something about yourself.

19. Ending with “Thank you for your consideration.” EVERYONE ends their letters

this way, so please don't. Try something different, like “I'm excited about talking

further,” or “I know I could do a good job for you.” The same goes for

“Sincerely,” and “Sincerely yours.” EVERYONE uses them. Find something

different like “Good wishes,” “With best regards,” or “With great enthusiasm.”

20. WRITING IN ALL CAPS. IT’S HARD TO READ. DON’T DO IT.

21. Abbreviating Cir., Ave., Dec., and all other words. Take time to spell words out.

It looks so much better.

22. Forgetting to enclose your resume. If you say you’re enclosing one, then do.

23. Justifying right margins. When you “justify right,” you create large gaps between

words inside your sentences.

24. Forgetting the date and/or salutation.

25. Using lousy printers. Whenever possible, use a laser printer, even if you have to

borrow one.

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26. Talking nonsense. “I work in instilling proper conduits for mainstream

educational connections while also encouraging individual creative forms.”

What?

27. Forgetting to put the letter in the envelope (one company once received an empty

FedEx package).

28. The 300-word paragraph. The worst mistake in marketing is writing too long.

Limit sentences to seven or eight words, and limit paragraphs to four or five lines.

In letter writing, short is usually better. I try to limit my own letters to one page,

seldom two. I believe if I can’t say it well in one page, I probably can’t say it well

at all.