Letter: Audience

Understanding your audience is a key element in transactional writing. When writing a letter, always keep in mind who will be reading it.
The manner and language used in your letter will significantly depend on the reader. The tone, vocabulary and structure should be adjusted accordingly.
When reaching out to a professional or formal audience, a formal tone will be essential. Polite phrases, formal vocabulary, and a structured layout will be essential.
If your letter is addressed to a friend or informal audience, a casual tone with colloquial language may be appropriate. However, remember to keep the write-up clear and understandable.
Think about what the audience already knows about the topic. If they are familiar with the subject, there is no need to go into great detail. However, if the issue is unfamiliar to them, explain it thoroughly.
Consider what the recipient is likely to feel or think about the topic. If the audience may have an emotional response to the subject, be sure to acknowledge and handle it sensitively.
Also, ponder over the purpose of your letter. Are you aiming to inform, persuade, or argue? This will largely impact the approach you take while communicating with your audience.
Remember, a letter is a two-way communication, even though it is written only by one person. The writer should anticipate the audience’s questions and answer them within the content of the letter.
Lastly, always respect your audience by avoiding assumptions and negative stereotypes. Make sure your letter is inclusive, regardless of who the reader might be.