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Maya has a problem. The renovation project on her complex's community center is behind schedule, and the residents are complaining because they cannot use the pool. Each time Maya telephones the contractor's office she speaks with a different person who promises that the work will be done immediately..but the project is still not finished.
Finally, Maya writes a letter to the contractor. She clearly states what she wants the contractor to do-establish a schedule that results in completing the renovation within four weeks and stick to the schedule. She reinforces her message with reasons the contractor should do what she wants him to do, including the consequences of failing to complete the project as promised.
Maya's letter gets results. She receives a new schedule the next day, and the renovation project is completed within a month.
Of course, not every problem can be solved by writing clearly. But written communication is an excellent way to focus on issues and make sure people understand what you wish to convey. In fact, the ability to communicate clearly and concisely in writing is an asset for any real estate manager, since it will help you influence your reader and accomplish your goals.
Think About The Message
To write clearly, begin by thinking about the reason you are writing. Sometimes your purpose is primarily to informto provide information readers need. When writing to inform, be sure to include pertinent information that answers your readers' questions about the subject.
An example of informative writing is a letter explaining changes in rental policies. You would include information to answer such questions as what the new policies are, why policies are being changed, and when the change will take place. If you are planning to raise rents, explain to your audience why the rents are being raised, when the rent increase takes effect, and what, if any, benefits your audience might receive. Your primary objective is to provide enough information to notify your reader about an item that will affect their lives. It is important to be as specific as possible when writing an informative letter.
However, once in a while your primary purpose for writing is to influence readers--to persuade or convince them to take some kind of action. Readers...