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Direct (Deductive) Approach
Direct-Request Plan
Good-news Plan
Indirect (Inductive) Approach
Bad-news plan
Persuasive Request plan
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Opening Paragraphs
1. Choose openings appropriate for message purpose & reader
a. Main idea or good news first
b. Buffer first for bad news
c. Attention getting statements first for persuasive request2. Make the opening considerate, courteous, concise, clear
a. Get reader into opening
b. Keep first paragraph relatively short
c. Focus on positive
d. Use courteous & conversational language
e. Avoid unnecessary repetition
3. Check for completeness
a. Sentence structure
b. Date of letter you are answering
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Closing Paragraphs
1. Make action request clear and complete with what, who, where, when,
why, how
2. End on a positive courteous thought
a. Include any apologies and negatives before last paragraphb. Be friendly
c. Show appreciation
d. Occasionally add a personal note
3. Keep last paragraph concise & correct
a. Avoid trite expression
b. Omit discussion of trivial details
c. Use relatively short & complete sentences
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Drafting your message
Revising your message
Editing & proofreading your message
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Stationery & Envelopes
Standard parts of the letter
Optional parts of letter
Letter layout
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Quality, Size, Color
Letterhead
Envelopes
BusinessLetters
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1. Heading: Letter head & date
2. Inside address
3. Salutation
4. Body5. Complimentary close
6. Signature area
7. Reference section
BusinessLetters
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1. Attention line
2. Subject line
3. Enclosure notation
4. Copy notation5. File or account number & mailing notation
6. postscript
BusinessLetters
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Punctuation styles
Letter styles
Tips for letter placement
BusinessLetters
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Stationary
Parts of Memorandum
Layout of Memorandum body
Envelopes & electronic mail
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Email
Facsimiles (Faxes)
Telegrams, Mailgrams, Telexes
Teleconferencing
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Answering inquiries
Expanded good-news plan for recommendations
Recommendation for outstanding candidates
Recommendation for candidates with shortcomings
Granting request for adjustments
Tone in adjustment-granting message
Organization & content when seller is at fault
Organization & content when the buyer is at fault
Organization & content when the fault is not yet determined
Approving credit Decision or shipment in first paragraph
Explanation of credit terms
Resale & sales promotion
Future service closing
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Acknowledging orders
For first order
For repeat order
Granting favor or other requests
Job acceptance letter
Goodwill messages
Letters of Appreciation
Letters of Congratulation
Letters of Condolence
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Announcements
Announcing sales & events
Announcing procedures, policies, responsibilities
Announcing honors & activities of people
Transmittals
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Answering non-sale-related inquiries when the information is
undesirable
Refusing adjustments on claims & complaints
Refusing credit
Acknowledging orders you cannot fill now or at all
Declining invitations & requests for favors
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Announcing bad news about prices or services
Penalizing for nonconformity to rules or procedures
Conveying other bad news
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Direct request organization
Main idea
Explanation
Courteous close
Indirect request organization Explanation
Main idea
Courteous close
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Requests that require time or personal contributions
Request about products or services
Request for claims & adjustments
Request for changes in policy
Request for changes in performance
Request from employer to a reference
Request from employee to a reference
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Developing the main sections
Outlining the major sections
Including other desirable sections
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Steps for preparation:
Introduction
Main division of the body or text
Closing section
Recommendation-Justification report
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Informational letter report
Analytical letter report
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Cover & external Title
Title fly & Internal Title
Letter or Memorandum of Transmittal
Table of Content
Executive summary, Abstract, Synopsis
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Bibliography
Footnotes & Endnotes
Appendix
Glossary
Index
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Writing the first draft
Introduction
Body or text
Conclusion, Summary
Editing & revising the rough drafts
Typing the final documents
Overall Appearance
Spacing
Margins Pagination
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Research proposals
Business proposals
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Title page
Executive summary, Abstract, Synopsis
Draft contract
Tables of content
Introduction: purpose, problem, scope, Project team
Background
Procedures
Equipment & facilities Personnel
Budget
Appendixes
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Letter of transmittal
Executive summary
Body: project team, scope of services, construction contract
packages, computerized engineering system
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Request for proposal (RFP)
Chronology of procedures for solicited major proposals
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Know your skills
Know your accomplishments
Know your interest
Know your personal values
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Written sources of career & Job information Self Assessment and career planning
Resume & cover letter preparation
Interviewing strategies
Internships International careers
Helpful persons regarding employers & jobs
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Opening section Heading
Job or career objective
Education
Work experience
Achievements, awards, service activity
Personal data (optional)
References
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Opening- for favorable attention Summary opening
Name opening
Question opening
News item opening
Middle paragraph- for data, details
Education
Work experience
Personal attitudes, interests, activities, qualities Last paragraph- for easy action
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