It's sometimes unavoidable that long, complex letters have to be written. The complexity is an indication of the degree of difficulty.
The most important elements of any complex correspondence are clarity and quality of information.
Complex correspondence can be an extremely demanding task, and there is a real risk of inaccuracy in lengthy text.
Writing the letter: Structure
It's best to consider a complex letter's structure as a type of report, with headings, page numbers, and if necessary an index to make information easier to find.
Big, complex letters are much like reports, and should be formatted the same way. (If you have a macro for reports, that's the best basic word processing format, and is very easy to adapt into a letter.)
The structure must be clear to the reader.
Complex correspondence is difficult enough to read without additional problems finding information.
Writing the letter: Content
The example here is of a complex letter containing a range of issues for the reader. Because of the amount of information involved, the writer has included a summary / index of the materials in the letter.
Smith Inc. and Brown Corp: City Tower property dispute
We have been appointed to act for Smith Inc.
We submit herewith a proposal for negotiation of settlement of this dispute.
Please find attached:Summary of Smith draft proposal Page 2
Smith Inc's minimum requirements Pages 3-4
Cost analyses of draft proposal Pages 5-10
Statutory requirements of draft proposal Pages 11-14
Perceived benefits to both parties Pages 15- 20
Please notify the writer immediately if any of these materials are not received.
The City Tower property dispute has been under discussion for ten years.
We hope that we will receive a favorable response from your firm to our proposal. We believe that this draft proposal addresses the interests of both parties beneficially.