Letter writing

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Letter writing

  1. 1. 1
  2. 2.  Represent your company’s public image and your competence  More personal than a report, yet more formal than memos or e-mail  More permanent than e-mail  Constitute an official legal record of an agreement 2
  3. 3.  Analyze Your Audience : ◦ Who is my audience? ◦ Will my audience be favorably or unfavorably disposed to what I am going to say? ◦ What kinds of information will my audience expect me to supply? ◦ How will my audience use the information I am sending? ◦ What impression do I want my letter to make on readers?  Have a clear sense of your purpose and theirs  Select the best communication strategy  Draft, revise, and edit your letter 3
  4. 4.  Essential Components ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦  Writer’s Address Date Inside Address Salutation Letter Body Complimentary Close Signed Name Typed Name ◦ ◦ ◦ ◦ ◦ Subject Line New Page Notations Writer’s and Typist’s Initials Enclosure Notation Copy Notation Optional Components 4
  5. 5. 5
  6. 6.  Personal Address ◦ Street address ◦ City ◦ Zip Code  Company Address ◦ ◦ ◦ ◦ Company’s name Street address City Zip Code 6
  7. 7.  Full Calendar Date ◦ May 31,2009 ◦ 31May 2009  2-4 spaces 7
  8. 8.  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 8
  9. 9.  IF you know the reader’s name, salutation will be ◦ First / Last Name ◦ Followed by Colon ◦ For example      Dear Mr. Sami: Dear Ms. Jasmeen: Dear Miss / Mrs. Ali: Dear Ahmad Ali: OTHERWISE ◦ Use title  Dear Vice President: ◦ Use department’s name  Accounting Department:  2 spaces 9
  10. 10.  Includes ◦ Introductory Paragraph ◦ Discussion Paragraph ◦ Concluding Paragraph 2 spaces below salutation  2 spaces b/w paragraphs  10
  11. 11.  Place a comma after complimentary close  Preferred close is Sincerely,  2 spaces below body 11
  12. 12.  Sign your name legibly 12
  13. 13. Type your name  Mention your title (Optional)   4 spaces below complimentary close 13
  14. 14. 14
  15. 15.  Must have a topic & focus  Can be used instead of salutation  All CAPS  2 spaces below inside address 15
  16. 16.  If writer and typist are two different persons ◦ Writer’s initials- ALL CAPS ◦ Typist’s initials-LOWERCASE  Separate both initials with a colon  2 spaces below typed signature 16
  17. 17.  Enclose information as ◦ ◦ ◦ ◦  Enc.; OR Enclosure; OR Enclosures(2); OR Enclosure: August Report 2 spaces below writer’s and typist’s initials 17
  18. 18.  For a copy of letter, write ◦ cc (complimentary copy) ◦ pc (photocopy)  For copies sent to other readers, write ◦ pc: Reader Ma,e  2 spaces below enclosure notation 18
  19. 19.  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 19
  20. 20. 20
  21. 21. 21
  22. 22.  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. 22
  23. 23. Letters of Inquiry  Sales Letters  Good-News Letters  Bad-News Letters  Complaint Letters  Adjustment Letters  Cover Letters  23
  24. 24. 24
  25. 25. You require information about any matter of interest to you  It must  ◦ ◦ ◦ ◦ Contain an effective technical writing style Involve audience through pronoun usage Avoid grammatical errors Must contain the essential letter components 25
  26. 26.  Introduction ◦ Tell your reader why are you writing ◦ Inform reader about subject matter  What are you writing about? OR  What info do you want?  26
  27. 27.  Discussion ◦ ◦ ◦ ◦ Specify your needs Ask precise questions List specific topic of inquiry Quantify your questions 27
  28. 28.  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 28

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