I. Build Common Ground, or, if necessary, Catch Reader's Attention with a Negative (which you will go on to solve in the letter)

a) Build Ethos: Connect with the reader and/or Build Goodwill.  IF possible, thank the reader for previous help. Remind the person who you are or how you know them etc. (see Ethos notes)

II. Define the Problem (your request/letter will then solve this problem)

Before convincing your audience that they should adopt your solution, you must first show them that the problem is real and that there are real consequences associated with the current situation.

Use a "pyschological descriptor", concrete details, or, if useful, an analogy, to help the reader "visualize" the problem in concrete terms.

III. Explain The Solution

If possible, outline a series of different possible solutions so that the reader has options and choices and thus feels empowered, rather than cornered.

Address and, if possible or necessary, politely, carefully undermine your audience's argument before presenting your own. "Head them off at the pass" and show the weaknesses if their position before they have a chance to voice it. But do so politely, respectfully, with lots of you attitude!  

For example, if you know the reader already favors another, less favorable (to you) solution, start by explaining the problems associated with that solution.

Use Much You Attitude: avoid "I" or "my" for your solution; avoid "you" and "your" for the audience's solution: address the problem and the possible solutions as objectively as possible; avoid letting personalities enter into the situation.

IV. Show How The Solution's Negatives/Costs are Outweighed by Positives/Benefits (Carrots and Sticks)

Give the audience a reason to act. Show the logic of your solution by explaining the rewards of compliance and costs of avoidance.

a) What does the reader gain in terms of time, money, grades, internal and extrinsic benefits etc. if the solution is adopted?

b) What does the reader lose by avoiding compliance? Be specific.

c) BE VERY CAREFUL doing this, especially if you are asking for a favor -- avoid sounding "threatening" at all costs.

V. Summarize Additional Benefits

Are there any other ancillary benefits to the solution? Does addressing this problem now solve other smaller problems you and/or the audience have needed to address?

Do NOT just repeat the earlier benefits here you already addressed in IV.

VI. Ask Explicitly for the Action You Want

a) What specifically must the audience do?

b) What are the deadlines? When must it be done?

i) Describe the rewards of meeting the deadline.

ii) Describe the costs of not meeting the deadline. Show that the time limits are real and not arbitrary. If they are arbitrary, consider changing them.

VI. As Always, End on a Positive, Goodwill Note

Be humble, kind and firm. Show gratitude.