Chapter 4 writing letters basics


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  • LectureFirm’s corporate image is on the line when it sends a letter. Can create goodwill or cost businessState, modify or respond to a business agreement. A signed letter constitutes a legal business contractMake sure your letter has prices, guarantees, warranties, equipment, delivery dates, and/or other accurate informationMust be approved on a variety of corporate levelsOften logged, filed and bear a written, authorized signature
  • LectureDate Line: Spell out full name of month (November 11, 2012)Inside Address: Matches the address to the sendee on the envelopeSalutation: Always begin “Dear---”Body: Contains your message. Keep paragraphs to 6/7 linesComplimentary Close: Formal good-bye; Use a standard close (101)Signature: Allow 4 lines between complimentary close and typed name/titleEnclosure: Informs the reader of any other materialCopy Notation: Informs your reader that a coy of the letter was sent to other individuals
  • Lecture:First paragraph: Why are you writing? Why your letter is important; Relevant/previous meetings/phone callsLast paragraph: Thank the reader for their time. Clear and precise instructions for what you want them to do (follow-up)
  • Lecture:Letter writers are successful diplomats. They are both respectful and courteousLetter writers represent both their company and themselvesYou want your readers to see you as courteous, well informed and respectfulYou Attitude:Answer Yes to: Will my readers receive a positive image of me? Have I chosen works that convey both my respect for the readers and my concern for their questions and comments?
  • Lecture:Reader is a real personAvoid cold, impersonal lettersLet the reader know you are writing to them as individualsDon’t be afraid of using you in lettersReader in forefrontReaders needs control the tone, message and organization of your letterStress YOU not I or WeCourteous and Tactful- Examples pg. 108Pompous & Bureaucrastic- Examples pg. 109
  • Chapter 4 writing letters basics

    1. 1. Writing LettersBasics for Communicating with aWorldwide Audience
    2. 2. Letters in the Age of theInternet• Represent your company’s public image and yourcompetence• More formal – in structure and tone – than any otherbusiness communication• Constitute an official legal record of agreement• Required to be routed through channels before sent out• Permanent• Official and expected medium for important documentsand attachments• Most formal and approved way to conduct business• Hard copy is confidential
    3. 3. Full Block Format• Use when printing a document on a letterhead• All information is flush against the left margin• Double-space between paragraphs• Figure 4.1 (97)
    4. 4. SUPINSKI SCHOOL FOR YOUNG WOMEN2636 Northwood AvenueEaston, PA 18045July 1, 2010Ms. Jane Smith1000 Anonymous RoadCenter Valley, PA 18073Dear Ms. Smith:TextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextext.TextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTexTextextTextextTextextSincerely yours,Ashley Supinski, Headmaster.DateInside Address (Reflectsenvelope)GreetingClosingSignature space (4 spaces) with printed signatureunderneath.
    5. 5. Modified Block Format• No letterhead• Center alignment (Flush) and keyed towards rightmargino Writer’s addresso Dateo Complimentary Close• Left alignment (Flush)o Inside addresso Salutationo Body of letter• Example: Figure 4.2 (98)
    6. 6. Semi Block Format• Similar to Modified Block in terms ofo Date lineo Complimentary closeo Signatureo Enclosures line• Paragraphs are indented 5-7 spaces• May be asked to use by employer• Example: Figure 4.7 (111)
    7. 7. Continuing Pages• Two Conventionso PG 99
    8. 8. Parts of a Letter• Date Line• Inside Address• Salutation• Body of Letter• Complimentary Close• Signature• Enclosure(s) (Encl.)• Copy Notation (cc:)
    9. 9. Appearance• Make sure there is enough ink/toner• Experiment with different fonts. What is mostappealing to the eye (and easiest to read?)• Avoid crowding too much text on one page• Center your letter, making it look balanced andproportional• Use Print Preview• Always print your letter on high quality paper andmatching envelopes
    10. 10. Envelopes• Most companies have envelopes with their name,contact information, logos• Use #10 envelopes• USPS recommends all capital letters with nopunctuation
    11. 11. Organization• First Paragraph• Most important/significant/relevant information atthe beginning of each paragraph• Develop message• Last Paragraph
    12. 12. Making a Good Impression• Content• Style & Tone• Communicate to influence readers• Adapt “You” Attitude• Exampleso Figure 4.5 (106)o Figure 4.5 (107)
    13. 13. “You Attitude”Guidelines• Never forget that your reader is a real person.• Keep the reader in the forefront of your letter• Be courteous and tactful• Don’t sound pompous or bureaucrastic
    14. 14. Remember!• Every letter needs too Establish and/or maintain a good rapport with your readero Protect and promote your company’s and your ownprofessional imageo Continue to increase business sales, relationships andopportunities