how to write business letters technical writing lesson 3
DESCRIPTION
“To fail to plan is to plan to fail.”TRANSCRIPT
Letters withPower
How to Write Business Letters
Technical Writing Lesson 3
“To fail to plan is to plan to fail.”
Organization
Most of your letters should consist of 3
paragraphs.
Paragraph 1: Sets the scene; what you are writing about, and why
Paragraph 2: Provides the details, background, explanation
Paragraph 3: Says what you expect to happen next, when and how - requests feedback
The “One Page Rule”
Always try to say what you have to say on a single sheet.
Hints for The “One Page Rule”Avoid clichés.Cut out redundancy.Follow the 3-step pattern of letter organization.
Use bulleted lists to present information clearly and concisely.
Paragraphs Sentences &
Clauses
What is a paragraph?A paragraph is a group of one or more sentences dealing with a single topic.
A group of one or more clauses dealing with a single subject.
Begins with a capital letter and ends with a period.
What is a Sentence?
A group of related words that includes:–An action –The person or thing responsible for the action
What is a Clause?
Hints on Paragraphs One sentence paragraphs are
acceptable style as long as you include all the essential information.
Short is good. State the topic in the first
sentence of each paragraph to let the reader know what to expect.
Hints on Sentences Keep sentences short--
maximum three clauses. A two-clause sentence averages 12 words.
8-12 word sentence is ideal Beware of over-punctuating: Fewer clauses = fewer
commas Make sure every sentence has
a verb
Types of LettersLetter of requestLetter of thanksLetter of applicationLetter of complaintLetter of acceptance/refusal
Letter of resignation
Letter of RequestParagraph 1: Provides the background for what the writer is trying to do.
Paragraph2: Expresses what writer is requesting.
Paragraph 3: Presents the call to action -- what to do and when
Letter of ThanksParagraph 1: Expresses thanks for kind/gracious help.
Paragraph 2: Provides information as to what resulted from the service
Paragraph 3: Expresses appreciation again.
Letter of ApplicationParagraph 1: Explains why you’re writing – for what position, etc.
Paragraph 2: Provides information about your qualifications
Paragraph 3: Requests feedback or an interview
Resignation Letters
Quitting with Class
or
Resignation Letters
Discuss your resignation with your supervisor first
Follow up with the letter
You must remember to:
Be friendly in tone and tactful, regardless of your reason for leaving
Try to use the “good news,bad news, good news plan” if at all possible
The Letter Should:
Letter of Resignation Paragraph 1: (Good news)
Thanks for the opportunity to work there and for what you’ve learned. Use specifics.
Paragraph 2: (Bad news) State intent to resign and reasons why you’re leaving
Paragraph 3: (Good news) Thanks again for what you take with you
Letters with Power!
How to Write Business Letters
Technical Writing Lesson 3