Fountain Pen on Parchment Zen and the Art of Pen on Paper

We call it context. In my classes, I see paper after paper after paper that begins by setting me in the middle of a jungle with no clue as to how I got there or where I’m supposed to go next. The missing link is called context. The concept is quite simple: assume your reader knows nothing about what you’re writing about and why you’re writing it.

A recent assignment for my college students required them to respond to a claim letter written by another student. The claims were written to seek compensation for some transgression or another: each student came up with one based on their personal experience.

Here’s an example of one claim response letter:

Dear John Doe,
I am pleased to inform you that we will offer you one free night here at Seneca Falls View Hotel. After reading your letter we will be very careful and informative to future customers who are renting rooms while construction is taking place. Thank you for writing us about the situation that occurred while you stayed at our hotel. We like to meet and go beyond our customers’ standards. To learn that this situation occurred is truly disappointing. I understand your frustration with the noise and we will work accordingly with construction. In the future I hope you will decide to choose our hotel again.

Sincerely,
Mary Smith

The issue with this letter is that you read that first sentence and you have no clue why the writer is writing. John Doe may not remember writing his claim letter, which complained about drilling and hammering in the upstairs room while he was trying to sleep. He then requested some sort of compensation for his hardship, and the letter above was his response.

Now, what that first sentence should have done is set the context, orient the reader as to the situation. Try this:

Dear John Doe,
As you pointed out in your letter of September 11, the Seneca Falls View Hotel has indeed been under renovation. And as you also pointed out, you unfortunately experienced this first hand as you tried to sleep under a room where active construction was occurring. We are so sorry for your inconvenience and disappointment in our hospitality and we hope you’ll give us another chance. Therefore, we invite you to a weekend on us: enjoy breakfast, dinner, and a deluxe, renovated room at our expense and a time convenient for you. Please call me and I will personally take care of all the arrangements.
Sincerely,
Mary Smith

After reading the first sentence, you know where you are, right? If he didn’t remember the incident and/or writing the letter, he’s reminded and knows what the letter is about. If, like us, you’re coming in cold, you also know what the deal is after reading that first sentence.

So, my friends, the moral of this story is to always ask yourself, will my reader unequivocally, absolutely know what I’m writing about or do I need to set the stage including all the backdrops and costumes. Err for the latter and your writing will be more effective and efficient.