Question

When trying to write a letter based on an article, what questions should you ask yourself so the letter can be perfect?

Answer 1

Useful to group the questions into stages: before you start, while drafting, and before you send. Pick the ones that apply to your situation (cover letter, letter to the editor, response to research, complaint, thank-you, etc.).

Before you start
- What is the primary purpose of this letter? (inform, persuade, respond, thank, complain, request action)
- What specific outcome do I want from the reader?
- Who is the reader? (editor, author, colleague, manager, the public) What do they already know and what do they care about?
- What type of letter is this and are there constraints? (word limit, formal vs. informal, publication guidelines, deadlines)
- What is my main message or thesis in one sentence?
- Which part(s) of the article am I responding to? (quote, idea, data, tone, omission)
- Do I agree, disagree, want to correct, or want to expand on the article?

While drafting
- Have I accurately summarized the article’s key point(s) before responding?
- Am I representing the author’s claims fairly and without distortion?
- Which evidence or examples will I use to support my position? Are they relevant and credible?
- Do I need to quote the article? If so, am I using exact quotation marks and citation?
- If I paraphrase, is the paraphrase faithful and sufficiently different from the original wording?
- Have I made my position clear early in the letter?
- Is the tone appropriate for the audience and purpose? (respectful, firm, conciliatory, urgent)
- Am I using concrete specifics rather than vague generalities?
- Have I anticipated counterarguments and addressed them briefly?
- If asking for action, is the request clear, realistic, and specific?
- Is the letter structured logically (opening, brief summary, position, supporting points, call to action/closing)?
- Have I avoided unnecessary jargon or overly complex sentences?
- Am I avoiding ad hominem attacks, exaggeration, and inflammatory language?
- Have I respected privacy and legal boundaries (no libel, confidential info, or copyrighted material beyond fair use)?

Before you send (final check)
- Is the letter within any word/character limits?
- Have I included necessary article details (title, author, publication, date) so readers can find the piece?
- Have I verified all facts, names, dates, and data cited?
- Are quotations exact and properly attributed?
- Does the tone and wording reflect how I want to be perceived?
- Have I removed repetition and tightened sentences for clarity?
- Is the opening sentence engaging and the closing decisive?
- Have I checked grammar, spelling, and punctuation?
- If required, have I followed submission guidelines (format, subject line, contact info)?
- If the letter will be public, would I be comfortable with it being widely read and quoted?
- Would a colleague or trusted reader benefit from a quick review?

Optional final considerations
- Is there a shorter, punchier phrasing that preserves meaning?
- If responding to a sensitive issue, should I wait and re-read later before sending?
- Have I saved copies of the article and my draft, and noted the date I’m responding?

Use this checklist as a template: before writing, state your one-sentence purpose; while drafting, keep your audience and evidence front and center; before sending, verify accuracy, tone, and compliance with any submission rules.