While not as anxiety inducing as speech making, putting pen to paper (or finger to keypad) is a perplexing task for many people. They just don't know where to start, and once they do, it is even harder for them to stop. As with anything else, the more you do it, the more natural it becomes. A letter should communicate a simple, direct message in language that is similarly simple and direct. It is not an opportunity to become poetic or excessive or to impress with grandiose flourishes. It should be directed specifically to your reader in simple terms. This is one instance where less is truly more. It is hard enough to grasp the writer's message without confusing matters by saying too much or using 'highfalutin' language. Is that too broad. This may help.

Do this:

• Keep it simple: Make your letter as concise as possible. Eliminate unnecessary words and make direct statements. A typical, single page letter holds about 300 words and that should be plenty to get your point across. In its simplest form, a letter should be a purpose or introduction, a body to support that purpose, a summary statement to close, and an action or request to finish.
• Keep it short: Less is more and one page will usually do the trick. Your reader wants to get the message, consider it, and move on. Long letters lose their reader and receive the least attention.
• Tailor it to your reader: You are not writing for the world at large. You are writing to this person. As you write and edit your letter, consider whether all the reader's likely questions have been answered. Put yourself in his mind's eye.
• Use short sentences and paragraphs: Again, make it easy for your reader. Make short, affirmative statements and use short paragraphs to organize your points.
• Give it a final edit: After you have written, edited, and generally completed your letter, you're not done. Let it sit for a few hours or a day if possible and then review it with a fresh perspective. You are likely to find grammatical errors, awkward structure, or language that cries out for revision.

• Don't be ornate: Your letter should be straight forward and use everyday language. Your goal is not to impress your reader with stunning vocabulary. Your goal is to get a point across and achieve some result. Keep to the point.
• Don't ignore spelling and grammar: A letter reflects directly on the writer and obvious errors place you in a poor light. They reflect poorly on your work product, and your sloppiness tells the reader you could not be bothered with preparing a professional product. If you or your organization can't even check for basic spelling errors, how can you be trusted to do anything more sophisticated?