Letter: Audience

Letter Writing: Understanding Your Audience

Who is Your Audience?

It’s crucial to establish who the recipient of your letter is. The audience greatly influences the letter’s formality, content, and style.
Always understand the relationship with the recipient. A letter to a friend will be vastly different to one written to a head teacher or employer.
Consider individual qualities. Think about the recipient’s age, position, and possible likes or dislikes.

Tailoring Content to Your Audience

Match your persuasion methods to your recipient. For instance, using factual evidence may work better with an analytical audience, emotion might connect with a sympathetic reader.
Keep the relevance of your content in mind. If your content doesn’t apply to the recipient, your letter will be less effective.
Remember the recipient’s likely knowledge or experience; don’t make assumptions which may offend or confuse.

Adjusting Language for Your Audience

The language you use will need to be adapted for your specific audience. A more formal letter should employ elevated vocabulary and sentence structure.
In a informal letter, use a relaxed and familiar tone, with colloquial language and contractions.
If your reader is likely to respond to emotional appeal, use emotive words and vivid descriptions.
With a more logical or analytical recipient, use data, facts, and well-reasoned arguments.

Considering Your Audience’s Expectations

Recognise the recipient’s expectations of the letter. For instance, a complaint letter should clearly outline the problem and proposed solutions.
Formal letters may need to follow specific norms and protocols, such as addressing the recipient properly.
Where social expectations or norms exist (i.e. an apology letter, a letter requesting a favour), make sure to address these directly and sincerely.
Within an informal letter, your audience’s expectations will likely include affection, shared jokes, or personal news.

Anticipating Audience Response

Always anticipate not just what the recipient wants to hear, but also how they’re likely to respond or react.
Be prepared to answer the reader’s potential questions, or respond to possible counter-arguments.
Understand that the recipient may have different views and beliefs, be respectful of those within your letter.

Writing a successful letter relies heavily on understanding your audience. Consider them at every step, from choosing your language to deciding on content, to ensure your message is received effectively.