Routine Letter


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Routine Letter

  1. 1. Routine Letters and Goodwill Messages
  2. 2. Write Business Letters… <ul><li>When corresponding with an outsider </li></ul><ul><li>When a permanent record is necessary </li></ul><ul><li>When formality is important </li></ul><ul><li>When a message is sensitive and requires an organized, well-considered presentation </li></ul>
  3. 3. Writing Process: Phase 1 <ul><li>Determine your purpose. </li></ul><ul><li>Visualize the audience. </li></ul><ul><li>Anticipate the reaction to your message. </li></ul>
  4. 4. Writing Process: Phase 2 <ul><li>Collect information. </li></ul><ul><li>Organize into a list or an outline. </li></ul><ul><li>Compose the first draft. </li></ul>
  5. 5. Writing Process: Phase 3 <ul><li>Revise for clarity and conciseness. </li></ul><ul><li>Proofread for correctness and format. </li></ul><ul><li>Evaluate by putting yourself in the reader’s shoes . </li></ul>
  6. 6. The Direct Pattern <ul><li>Frontload in the opening. </li></ul><ul><li>Explain in the body. </li></ul><ul><li>Be specific and courteous in the closing. </li></ul>Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 9, Slide
  7. 7. Frontloading in the Opening <ul><li>Begin with the main idea. </li></ul><ul><li>Tell immediately why you are writing. </li></ul>
  8. 8. Explaining in the Body <ul><li>Present details that explain the request or response. </li></ul><ul><li>Group similar ideas together. </li></ul><ul><li>Consider using graphic highlighting techniques. </li></ul>
  9. 9. Being Specific and Courteous in the Closing <ul><li>For requests, specifically indicate the action you want taken and provide an end date (deadline), if appropriate. </li></ul><ul><li>For other direct letters, provide a courteous concluding thought. </li></ul>
  10. 10. Formatting Business Letters <ul><li>Set side margins for 1 to 1½ inches. </li></ul><ul><li>Place the date 2 inches from the top or 1 blank line below the letterhead. </li></ul><ul><li>Leave 2 to 7 blank lines between the date and inside address. </li></ul><ul><li>Single-space within paragraphs and double-space between. Don’t justify right margin. </li></ul>Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 9, Slide
  11. 11. Formatting Business Letters <ul><li>Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style. </li></ul><ul><li>Allow 3 blank lines between the complimentary close and the writer’s name. </li></ul>
  12. 12. Formatting Business Letters Salutation Subject Line WEB: 5090 Katella Avenue PHONE: (310) 329-4330 Anaheim, CA 92642 FAX: (310) 329-4259 May 18, 2006 Ms. LaTonja Williams Health Care Specialists 2608 Fairview Road Costa Mesa, CA 92627 Dear Ms. Williams: SUBJECT: FORMATTING BUSINESS LETTERS Cypress Associates, Inc. Letterhead Dateline Inside Address 2 inches from top of page 2 to 7 blank lines 1 blank line 1 blank line 1 blank line
  13. 13. Formatting Business Letters At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these: 1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch. 2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower. 3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones. The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes
  14. 14. Formatting Business Letters the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below. So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams. Sincerely, Sharon Montoya Sharon Montoya SM:mef Complimentary Closing Printed Name Reference Initials 3 blank lines 1 blank line 1 blank line
  15. 15. Requesting Information and Action
  16. 16. Opening <ul><li>Ask a question or issue a polite command (Will you please answer the following questions. . . ?) . </li></ul><ul><li>Avoid long explanations that precede the main idea. </li></ul><ul><li>Example : Please provide information regarding your X-320 printer advertised in the Wednesday, June 3 rd edition of Caribbean Business. </li></ul>
  17. 17. Body <ul><li>Explain your purpose and provide details. </li></ul><ul><li>Express questions in parallel form. Number them if appropriate. </li></ul><ul><li>To elicit the most information, use open-ended questions (What training programs do you recommend?) rather than yes-or-no questions (Are training programs available?). </li></ul><ul><li>Suggest reader benefits, if possible. </li></ul>Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 9, Slide
  18. 18. Closing <ul><li>State specifically, but courteously, the action you wish to be taken. </li></ul><ul><li>Set an end date, if one is significant, and explain why. </li></ul><ul><li>Avoid cliché endings (Thank you for your cooperation). Show appreciation but use a fresh expression. </li></ul><ul><li>Make it easy for the receiver to respond. </li></ul>Ch. 9, Slide