letters
Post on 01-Jan-2016
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Serve as external communication Reflect on you and your company Constitute a legally binding contract
No matter what type of letter you write◦ Follow accepted letter formats◦ Maintain the proper tone◦ Avoid errors
Letterhead (writer’s) address Date Reader inside address Salutation Text (Introduction, Body, Conclusion) Complimentary close Typed name and signature
Why are you writing?
What are you writing about?
For example -- As a graduating senior from DeVry, I am interested in information about your MBA program.
What’s next? When do you expect a response? Why is that date important? For example -- Your response by April l2 will
allow me time to take the GRE and apply to graduate school. Thank you for your help.
Subject line ◦ All capital letters two spaces below the inside
address and two spaces above the salutation New page notations
◦ Cite your name, the page number, and the date on all pages after page 1.
◦ Place either flush with the left margin at the top of subsequent pages or across the top of subsequent pages.
Writer’s and typist’s initials Enclosure notation
◦ Two spaces below the typed signature or two spaces below the writer and typist initials
◦ Enc: or Enclosure:◦ Show the number of enclosures -- Enclosures (2)◦ Or specify what has been enclosed – Enclosures: January Invoice
Copy notation◦ A complimentary copy is
designated by a lowercase cc:◦ A photocopy is designated by a
lowercase pc:◦ Type notation two spaces below
the typed signature or two spaces below either the writer’s or typist’s initials or enclosure notation.
◦ List the readers’ names following the copy notation.
Sincerely,
Brian Altman
Brian Altman
Enclosure: August Report
Pc: Marcia Rittmaster
Introduction◦ Clarify your intent in the introduction (why?)◦ Identify the subject matter (what?)
Discussion◦ Specify your needs◦ Ask precise questions or list specific topics◦ “Will the roofing material cover 150’ X 180’?”
Conclusion◦ Conclude precisely◦ Provide dated action; explain why
Tells your readers up front what they are receiving
Focuses your readers’ attention on key points within the enclosures
Introduction: why you are writing and what you are writing about
Discussion: exactly what you’ve enclosed or exactly what of value is within the enclosures
Conclusion: what you want to happen next, when you want this to happen, and why the data are important
Introduction: explain why you’re writing and tell what you’re writing about
Discussion: explain exactly what has justified the promotion or the commendation
Conclusion: what you plan next, when this action will occur, and why the date is important
Tact is required.
Couch the negatives in positive terms.
Introduction: begin with a buffer
Discussion: states the bad news; preface your assertions with quantifiable proof
Conclusion: give your readers an opportunity for future success; provide options to your readers
Introduction: politely state the problem; include supporting documents
Discussion: explain in detail the problems experienced; be specific; document your claims; state what you want done and why
Conclusion: end your letter positively; reflect your company’s professionalism; include phone number and when you may be reached
Aka reponse to letter of complaint
100 Percent Yes Letter (good-news letter)◦ You agree 100 percent with the writer of the complaint
letter
100 Percent No Letter (bad-news letter)◦ You disagree 100 percent with the writer of the complaint
letter
Partial Adjustment Letter◦ May agree with some of the writer’s complaints
◦ May disagree with other aspects of the complaint
Arouse reader interest◦ An anecdote, a question, a quotation, data
Develop your assertions◦ Specify exactly what you offer to benefit your readers or how
you’ll solve your readers’ problems◦ Provide data to document your assertions◦ Give testimony from satisfied customers◦ Document your credentials
Make your readers act Present an appealing style
When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.
Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.
After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn't that look professional?
Your Name Your Address Your City, State, Zip Code Your Phone Number Your Email
Date
Name Title Organization Address City, State, Zip Code
Dear Mr./Ms. Last Name:
First Paragraph: Why You Are Writing. Remember to include the name of a mutual contact, if you have one. Be clear and concise regarding your request.
Middle Paragraphs: What You Have to Offer. Convince the readers that they should grant the interview or appointment you requested in the first paragraph. Make connections between your abilities and their needs or your need for information and their ability to provide it.
Final Paragraph: How You Will Follow Up. Remember, it is your responsibility to follow-up; this relates to your job search. State that you will do so and provide the professional courtesy of indicating when (one week's time is typical).
Sincerely,
Your Signature
Your Typed Name
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