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Business & Technical Writing/Letters addressed to two individuals

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Expert: - 11/11/2010


Question
Assuming you prepare ONE letter addressed to two separate individuals at different addresses, do you send the original to one person and a copy to the other person
--OR-- do you print two originals and send each an original letter?

Answer
Hi, Victoria--

Great question. Thanks for posting.

Print two originals, sign both in blue ink, and send each an original. If you don't do it that way, you risk appearing to snub one party. Much of the business writing process is about common courtesy, so making the extra effort achieves that.

I'm assuming that the two addresses are side-by-side, rather than 'stacked' vertically.' If they are not, they should be. In Word or WordPerfect, you can use the 'Columns' feature to set that up. Or you can set a tab in the middle of the page and tab to it from each line of the address on the left. Regardless of your choice, the results should look the same.

You should also indicate which individual is getting each letter. There are several ways to do that. My beloved bride, who is a Certified Professional Secretary, says that the preferred way is to make a check mark to the left of the name of the recipient in the inside address. Do that manually with the same blue pen that you used to sign the letter.

I hope this is helpful. Please do me a favor by completing the rate-the-expert e-mail you'll receive about the same time you get this reply from me. Your ratings and, especially, your comments help me do a better job of helping folks like you who ask such interesting questions!

Take care, and good luck. Please post again any time.

Warren  

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Warren D. Miller

Expertise

I believe I can answer nearly any question about business writing. That goes in spades if the target audience is a lay readership. I make my living writing and speaking. N.B.: I DO NOT ANSWER QUESTIONS MARKED 'PRIVATE' because I believe that knowledge should be shared, not hoarded. I also believe such questions are likely to be submitted by people trying to cheat. In addition, don't waste your time asking me to write something for you. You don't learn anything if I do that. I'm happy to critique something that YOU write, of course. That's the best way for you to learn how to write well.

Experience

My profession is business valuation, which means appraising businesses whose shares are not publicly traded. This requires in-depth knowledge about a number of disciplines, including economics, finance, strategic management, accounting, anthropology, statistics, and psychology. The left-brain part of me must conduct rigorous research and financial analysis. The right-brain side must then separate what matters from what doesn't and then explain it all in writing (and in everyday English) to people (usually business owners, but sometimes judges and juries) who do not have the expertise that I have been lucky enough to acquire over the years. I love what I do and consider myself fortunate to live in a country where I can do what I love doing and make a nice living doing it. I am glad to help with writing issues, but NOT, please, with any valuation, business consulting, or other non-writing questions.

Organizations
CFA Institute, American Society of Appraisers, Strategic Management Society, Academy of Management, Culver Legion, National Association of Scholars.

Publications
Besides two published books (search for "Warren D. Miller" on Amazon), I have written for the Harvard Business Review, American Fly Fisher, Business Valuation Review, CPA Expert, Academy of Management Executive, CFA Digest, Valuation Strategies, and others.

Education/Credentials
MBA - Oklahoma State U. (1991); BBA - U. of Oklahoma (1975); Chartered Financial Analyst designation (2006) Accredited Senior Appraiser (2006) Certified Public Accountant (1992)

Awards and Honors
Business Valuation Volunteer of the Year (2001) - American Institute of CPAs Winner - Oklahoma Humorous-Speaking Contest - Toastmasters International (1971)

Past/Present Clients
Confidential.

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