Letter templates can be a huge time-saver when you need to create professional correspondence. However, using pre-written templates also comes with some potential pitfalls. In this blog post, we’ll examine some of the most common mistakes people make with letter templates and how you can avoid them.
Choose the Right Template
One of the first mistakes people make is using the wrong type of template for the letter they need to write. For example, applying for a job requires a different type of cover letter template than a sales letter template pitching your product. Take the time to think about the purpose of your letter and do a search for an appropriate template type. Otherwise, you may end up with content that doesn’t align with your goals.
Personalise the Content
Many people simply insert their basic information into a letter template and leave the rest of the content untouched. This results in a generic, impersonal letter that won’t make much of an impact. Instead, take the time to customise the content to fit your specific situation. Replace general descriptions with details about yourself or your company. Use your own voice instead of stiff template language. Personalised content is much more compelling.
Proofread Thoroughly
Another big mistake is failing to proofread a letter template before sending it out. Remember that templates often come from third-party sources and may contain typos or grammatical errors. Carefully read through the entire letter and check for any mistakes that were present in the original template. Also, verify that all of the information is accurate and up-to-date before submitting the letter. Don’t let avoidable writing errors undermine your professionalism.
Update Old Templates
Over time, letter templates can become outdated. For example, a sales template may contain obsolete product prices or mention discontinued services. Old templates may also have contact information or addresses that are no longer current. Before relying on an existing template, take a close look at the content to make sure everything is still accurate and relevant. Don’t turn off recipients by sending correspondence with old, invalid information.
Adapt for the Audience
Another mistake is failing to adapt a letter template for the different audiences you’re reaching. A template designed for internal company use will likely have a much different tone and style than one intended for external clients. Make sure to carefully tailor the language, style and content focus based on who will be reading the letter. This prevents confusion and ensures the letter resonates with the intended reader.
For example, a letter to employees should adopt an informal, conversational tone to build rapport. Meanwhile, correspondence to clients requires more formal language that highlights your expertise and instils confidence in your business. Failing to shift the style for different readers can damage engagement and trust.
Use Business Style
Some letter templates found online can be too informal or conversational in tone. Avoid using templates with slang, colloquial language or other elements that detract from a professional business style. Make sure the template has a tone and voice appropriate for official company correspondence before utilising it. Err on the formal side when in doubt.
Use Your Own Letterhead
When using a letter template, make sure to replace any header template branding with your own company letterhead. Having another company’s logo or contact information on a letter you send out looks unprofessional. Create a customised header with your business name, logo, address and contact details. This not only prevents confusion but also helps promote your brand.
Some templates include placeholder text for the header. Carefully delete this and replace it with your actual letterhead design. If the template does not have a header section, then add your customised header at the top of the document. Applying your own professional branding reinforces your business identity and authority. It also ensures recipients can easily follow up with your company. Failing to update the letterhead is an easy mistake that undermines your credibility.
Letter templates offer an easy starting point when you need to create professional written communication. However, utilising them effectively requires awareness of potential pitfalls. Avoid choosing the wrong template type or failing to personalise the content. Remember to thoroughly proofread, update old information, adapt for audience and maintain an appropriate business style. With attention to these details, letter templates can be an invaluable resource for producing polished, effective correspondence. Just be sure to put in the effort to tailor the template to your specific needs to avoid common mistakes.
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