English170 Week2 Part1
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English170 Week2 Part1

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English170 Week2 Part1 English170 Week2 Part1 Presentation Transcript

  • Letters: The Direct Approach Week 2, Part 1
  • Today
    • How to structure a letter
    • The direct approach
    • First assignment: details
  • Classes
    • Grammar-rama
    • Slideshare.net/janegriffith
  • Grammar-Rama
    • Contractions make writing informal.
    • Examples:
    • Don’t
    • Can’t
    • Won’t
    • Isn’t
    • Hadn’t
    • Shouldn’t
    • She’s
    • I’m
  • Grammar-Rama
    • Don’t use contractions in academic writing
    • Avoid if possible—easy way to make writing formal
  • Assignment Details
    • Peer edit due: January 13
    • Final version: January 18
    • Write a letter using format discussed today
    • Letter should be 200 words
    • Choose scenario 2, 3, 4, or 5 from page 87 in the textbook
  • Letters
    • When have you written a formal letter before?
  • Letters
    • Sample: page 89
    • Direct (good news or neutral news)
    • Indirect (bad news or refusal)
  • Letters
    • Use block format
  • Letters: Format
    • Eight Parts
    • Writer’s address
    • Date
    • Reader’s address
    • Subject line
    • Salutation
    • Body
    • Complimentary close
    • Enclosures (if any)
  • Addresses: General
    • Do not use the number sign (#). Use a hyphen between an apartment or unit number and the street address
      • 307–460 Bay Street.
    • Attach a letter to a unit number without a space:
      • 42A (for an apartment) or 36A Avenue.
    • Use two spaces between province and postal code
      • AB T2H 0X2
    • Use 1 space between 2 units of postal code
      • Y2K 2C6 .
  • Your Address
    • Usually left-aligned (but centred if using a logo)
    • Do not include your own name
    • Make it balanced with other address
    • 1)      the street address:
      • 2673 Bay Street
    • 2)      the city province postal code:
      • Victoria BC V8A 3C6
    • 3) country (only if the letter is going outside of country of origin)
  • Date
    • Date should be closer to the return address than it is to the inside address.
    • Two returns below the return address and six returns above the inside address (can be manipulated)
    • Write out the month, and use a comma between the day and the year: September 14, 2004.
  • Reader’s Address
    • 1.      recipient’s name
    • 2.      recipient’s position
    • 3.      company or institution name
    • 4.      street address
    • 5.      city province postal code
    • 6. country if letter is going out of country
  • Addresses: Exercises 1 and 2
  • Salutation
    •   Recipient’s name
    • Get attention
    • Show respect
    • Never use “to whom it may concern” or
    • “ Dear Sir/Madam”
    • If no name, use a general title: Dear Recruiting Officer, Dear Human Resources Manager
  • Subject Line
    • After the salutation (though textbook shows before)
    • Optional
    • Helps the reader sift through quickly/categorize
    • Capitalize words in the subject line
  • Exercise: Effective Subject Lines
  • Complimentary Closing
    • Examples:
      • Regards
      • Yours truly (notice second word is not capitalized)
      • Thank you
      • Sincerely
    • Use a comma after
    • Handwrite your signature above your typed name.
    • Put your position below.
  • Complimentary Close
    • Someone else has typed your letter?
      • a secretary’s block should appear two returns below the signature block: the signatory’s initials in upper case letters followed by a colon or a slash and then the secretary’s initials in lower case. RVP: clm
  • Enclosures (If any)
    • Additional information attached to letter? Note this down.
    • Write “Encl.:” at the bottom right of the page and list the name(s) of the enclosures
  • Body Paragraphs
    • Letter should be no longer than one page
    • Paragraphs: aim for 3-5 in a letter
    • First paragraph
      • Short
      • Introduce yourself and the purpose
    • Middle paragraph(s)
      • Give details
    • Final paragraph
      • Remind reader of the message, thank the reader, and provide contact information.
  • Body Paragraphs: Exercise Exercise: Choose ONE scenario from 79-81 and fill bulleted details under each paragraph heading
  • Assignment Details
    • Peer edit due: January 13
    • Final version: January 18
    • Write a letter using format discussed today
    • Letter should be 200 words
    • Choose scenario 2, 3, 4, or 5 from page 87 in the textbook
  • Assignment Expectations
    • Free of grammatical errors
    • Follows guidelines exactly
  • Tips
    • Write short, well-organized, coherent paragraphs. Use transitions.
    • Eliminate vague phrases such as “Thank you for your time,” inflated language such as “Employees are importuned to safeguard the security of the college’s chattels,” and empty expressions such as “due to circumstances beyond our control.”
    • Remember that appearance matters. Balance your document both vertically and horizontally on the page.
    • Don’t forget to sign your letter.
    • Avoid exchange of more letters with plenty of detail
      • “ Please send me information on scanners.”
      • “ Please send me information on scanners that would work with my Mac G3. My operating system is 8.5, and I have 98 MB of built-in memory. My budget is $500.”