Writing Plan for Request for Information or Action Opening Body Closing
Ask the most important question first or
Express a polite command.
Writing Plan for Request for Information or Action
Explain the request logically and courteously.
Ask other questions if necessary.
Request a specific action with an end date, if appropriate.
Improving Openers for Routine Request Letters Weak I’ve been given the task of locating a convention site for my company’s meeting. I’ve checked a number of places, and your hotel looks possible. Improved Will you please answer the following questions regarding possible accommodations at the Hyatt Regency for a conference in May.
Improving Closings for Direct Request Letters Weak Thanks for any information you provide. Improved We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference.
2-inch top margin or key dateline 2 lines below letterhead 2 – 10 lines between dateline and inside address 1 blank line (double space) 1 blank line (double space) Single-space para-graphs; leave 1 blank line (double space) between paragraphs
1 blank line (double space) Hit ENTER four times after complimentary close to allow space for signature 1 blank line (double space)
Ineffective Information Request Take note that the letter example you will see on the next slide illustrates the personal business letter.
It is prepared on plain paper (instead of preprinted letterhead).
The writer begins the letter by keying in his home address immediately above the dateline.
All other letter parts are the same as a regular business letter.
Letters of Sympathy to console a friend, relative, or loved one
awards, or any
Letters of Appreciation to
customers for their business,
hosts and hostesses for their hospitality,
colleagues for jobs well done, or
individuals who have performed favors
Three Types of Goodwill Messages
Keep the message short . Be spontaneous . Be sincere . Be specific. Be selfless . Tips for Writing Goodwill Messages The Five Ss
Goodwill Messages: Cards or Personalized Letters? Typical Greeting Card Thank-You Message It's wonderful to visit with someone as nice as you– You make your guests feel so at home by everything you do. So this just comes to thank you in a warm and special way– For your hospitality was enjoyed much more than words can say!