U5 jou231 good_newsletters
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  • 1. Good-news letters„ Purpose ƒ To deliver a strategic message that will please the targeted individual„ Audience ƒ Usually just one person — and, often, you want something from him or her„ Media ƒ Paper (sometimes e-mail) Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 2. Good-news letters„ Key to success ƒ Announcement of the good news in the first paragraph Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 3. Good-news letters„ Format ƒ With rare exceptions, one page ƒ On organization’s stationery ƒ Single-spaced ‚ Extra space between paragraphs and elements of the heading ƒ At bottom ‚ cc: ‚ P.S.: ‚ encl. Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 4. Good-news letter format: HEADER Organization Letterhead 123 Front Street Miami, Florida 49876 555-111-2346DateMr./Ms. First and Last NamePerson’s Business TitleName of Person’s OrganizationOrganization’s Street AddressCity, State (no comma) ZIPDear Mr./Ms. Last Name:Text of letter starts here. Flush left, no indent. Single-spaced. Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 5. Four-part good-news letter„ Content and organization: four parts ƒ Part I (one paragraph) ‚ Deliver the good news. – Try to close the first paragraph with the announcement. ƒ Part II (one or two paragraphs) ‚ Explain the details of the good news. Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 6. Four-part good-news letterƒ Part III — optional (one paragraph) ‚ Say what this means to you.ƒ Part IV (one paragraph) ‚ Deliver a call for action. ‚ Close with a reassertion of congratulations. Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 7. Good-news letter format: CLOSINGAgain, thank you very much for your consideration of etc.Sincerely,Your Legible SignatureYour nameYour title Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 8. Good-news letters„ Content and organization ƒ Avoid an unintentionally sexist greeting. ‚ Is Lynn Jones male or female? ƒ Use Ms. rather than Miss or Mrs. as a courtesy title. ‚ Unless you know that the recipient prefers one of the other titles Copyright © 2012 Pearson Education Inc., All rights reserved.
  • 9. Good-news letters„ Content and organization ƒ When you address recipient as “Dear Ms. Jones” ‚ Place a colon after “Jones.” ‚ Sign your first and last name at the bottom. ƒ When you address recipient as “Dear Lynn” ‚ Place a comma after “Lynn.” ‚ Sign only your first name at the bottom. ‚ Still type your first and last name (and title) under your signature.Pearson Education Inc., All rights reserved. Copyright © 2012
  • 10. Tips„ Keep the focus on the recipient.„ When responding to a complaint… ƒ Empathize. ƒ Don’t blame your organization. ƒ Know what you can — and can’t — offer.„ Always be courteous.„ Make no commitment that your organization can’t keep. Copyright © 2012 Pearson Education Inc., All rights reserved.