Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Writing
Getting Down to Basics!
Why do we communicate?
[Facebook's] whole theory is that people
have real connections in the world. People
communicate most naturally and
effectively with their friends and the people
around them.
~Mark Zuckerberg~
Mark Zuckerberg in Paris in 2008
Why do we write business letters/
correspondence?
Idea!!
Microsoft Office 2000 - Letter Wizard can be used to
format business letters. To access the Letter Wizard,
click on the Tools menu and then choose Letter Wizard.
The Wizard will present the three styles (2 mentioned
here), just input the date, sender address and recipient
address into the selected format.
Block Format Semi-Block Format
Or don't you like to write letters. I do
because it's such a swell way to keep from
working and yet feel you've done
something. ~Ernest Hemingway
Technical Letters 11
The Importance of Letters
Represent your company’s public image
and your competence
13
Letter Components
Essential Components
Writer’s Address
Date
Inside Address
Salutation
Letter Body
Complimentary Close
Signed Name
Typed Name
Optional Components
Subject Line
New Page Notations
Writer’s and Typist’s Initials
Enclosure Notation
Copy Notation
14
Essential
Components of a
Letter
15
Personal Address
Street address
City
State
Zip Code
Company Address
Company’s name
Street address
City
State
Zip Code
16
Full Calendar Date
May31,2009
31May 2009
2-4 spaces
17
Address of the reader
Reader’s Name
Reader’s Title
Company Name
Company Street
Address
Company City
Company State
Company Zip Code
2-4 spaces
18
IF you know the reader’s
name, salutation will be
First / Last Name
Followed by Colon
For example
Dear Mr. Smith:
Dear Ms. Jones:
Dear Miss / Mrs. Jones:
Dear Chris Evans:
OTHERWISE
Use title
Dear Vice President:
Use department’s name
Accounting Department:
2 spaces
19
Includes
IntroductoryParagraph
Discussion Paragraph
Concluding Paragraph
20
Place a comma after
complimentary close
21
Sign your name legibly
22
Type your name
Mention your title
(Optional)
4 spaces below
complimentary close
23
Optional
Components of a
Letter
24
Must have a topic & focus
All CAPS
27
For a copy of letter, write
cc (complimentary copy)
pc (photocopy)
28
Letter Formats
Full-block format
All
text typed on left margin
Spaces between paragraphs
Simplified format
Same as full block format except
No Salutations
Subject Line introduced
No Complimentary Close
29
Full Block Format
30
Simplified Format
31
Classifications of business letters
Positive
Customer relations letters responding favorably to a writer’s
request or complaint
Sales letters promoting a product
Neutral
Letters requesting information about a product or service,
placing an order, or responding to some action or question
Negative
Customer relations letters refusing a request, saying no to an
adjustment, etc.
32
Types of Letters
Letters of Inquiry
Sales Letters
Good-News Letters
Bad-News Letters
Complaint Letters
Adjustment Letters
Cover Letters
33
Letters of Inquiry
34
Inquiry Letter
35
Components of Inquiry Letter Body
Introduction
Tell your reader why are you writing
Inform reader about subject matter
What are you writing about? OR
What info do you want?
36
Components of Inquiry Letter Body
Discussion
Specify your needs
Ask precise questions
List specific topic of inquiry
Quantify your questions
37
Components of Inquiry Letter Body
Conclusion
Must be precise
Mention when do you want a response
Provide a specific date for response
Explain why do you want response by the
given date
38
Types of Business Letters
• Letter of Transmittal
• Letter of Inquiry
• Claim/Complaint Letter
• Letter of Application
• Many others
Letter of Transmittal
• Most examples of this letter type will contain three short paragraphs.
• The first paragraph will state WHAT is being transmitted and WHY it is being
transmitted.
•The middle paragraph will DESCRIBE in moderate detail the item being transmitted; for
example, if a report is being transmitted, the description would include the major
sections of the report and its major conclusion(s).
• The final paragraph will express HOPE FOR SATISFACTION with whatever is being
transmitted.
• Modified block with indentions is the usual format for this type of letter. ALWAYS
include an enclosure notation.
Letter of Inquiry
• The first paragraph specifies the SUBJECT of the inquiry and indicates WHY the
inquiry is being made.
•The middle paragraph lists the specific items or questions that the letter writer wants or
wants answered; usually the items or questions are presented in bulleted list form.
•The last paragraph tactfully indicates a deadline by which the items being requested or
the answers to questions need to be supplied.
• Usually modified block with indentions format is used with this letter type.
Claim/Complaint Letter
•The opening paragraph states the PROBLEM that the letter writer has encountered and
makes a specific CLAIM that will correct the problem.
•The next longish paragraph narrates the sequence of events involved in the creation of
the problem, and it describes the problem in detail. Dates, serial numbers, and other
factual data are the heart of this paragraph.
• Usually modified block with indentions format is used with this letter type.
Good News Letter
•The first paragraph makes the “GRANT,” that is, the solution to the problem/complaint
that the complainer has requested.
•The next longish paragraph explains in detail how the problem arose in order, if
possible, to show that is was not a result of bad faith or business practice on the part of
the company.
•The last paragraph HOPES FOR SATISFACTION on the part of the complainer
regarding the solution that has been offered.
• Usually modified block or modified block with indentions format is used with this letter
type.
Bad News Letter
•Letters of this type may contain three or more than three paragraphs, depending on the
degree of detail that is presented.
•The opening paragraph is usually short and neutral with regard to the issue (i.e., We
received your letter of August 29, 2007, in which you . . .).
•The middle paragraph(s) explains in detail the upcoming bad news, but does not
actually state the bad news (i.e., we cannot comply with your request to solve the
problem) until near, but not at, the end of the paragraph: i.e., “bury” the bad news.
•The opening paragraph states the specific POSITION for which you are applying; if
possible, it indicates how you gained knowledge about the position.
•The middle paragraphs discuss the specific QUALIFICIATIONS you possess that make
you a good candidate for the job; you should mention your resume near the beginning of
the first of these paragraphs
• Modified block with indentions is the usual format for letters of this type. ALWAYS
include an enclosure notation.
Suggestions for Letter of Application
•Proofread the letter of application and resume VERY carefully; let there be NO
mistakes in them.
•Make every effort to mail the application letter to a specific person in the company; if
need be, make a call to find out the name of the person to whom to mail the letter and
resume.
•Mail the letter and resume in an envelope that is large enough that the letter and
resume do not need to be folded.
•A day or two before the deadline for sending in the letter of application, call the
company and verify that the letter has been received.