Chapter 5 of Kolin's Writing at Work

CHAPTER 5
Writing Letters:
Some Basics for
Communicating with
Audiences Worldwide
Philip C. Kolin
University of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 5 | 2
Essential Advice on Writing
Effective Letters
 Keep in mind the guidelines from Chapter 1:
 Identify and analyze your audience and their needs
 Clearly and quickly establish your purpise in sending
your letter
 Formulate your message by including key facts and
recommendations
 Select the appropriate style and tone so that your
letters are reader-friendly and persuasive

Letters in the Age of the Internet
(slide 1 of 2)
 Even in this age of the Internet, letters are still
vital in the world of work. Letters are important
because of these reasons:
 They represent your company’s public image and
your competence.
 They are far more formal—in tone and structure—
than other types of business communication.
 They constitute an official legal record of an
agreement.
 Many businesses require letters to be routed
through channels before they are sent out.
 Letters are more substantial and secure than emails.

Letters in the Age of the Internet
(slide 2 of 2)
 They are the official and expected medium through
which important documents and attachments are
sent to readers.
 Because readers receive far fewer letters than
emails, letters often get higher priority
 Letters are far more personable than emails
 Though they are formal documents, letters
nonetheless assure readers of your personal
attention.
 Hard-copy letters are confidential.

Different Ways to Send Letters
 An attachment to an email
 Posting on the company’s website or social
media platform
 In the body of an email
 By fax

Letter Formats (slide 1 of 2)
 Full Block
 All information is flush against the left margin.
 Double-space between paragraphs.
 Employers prefer full-block format when using
letterhead stationery (paper preprinted with the
company name, logo, addresses, and other
information).
 Modified-Block
 The writer’s address (if not already imprinted on the
letterhead), date, complimentary close, and
signature are positioned toward the right side of the
letter, aligned with each other.

Letter Formats (slide 2 of 2)
 The inside address, salutation, and body of the letter
are flush against the left margin.
 Semi-Block
 The writer’s address (if not already imprinted on the
letterhead), date, complimentary close, and
signature, and enclosure line are aligned at the
center point of the letter.
 The inside address, salutation, and body of the letter
are flush against the left margin.
 Paragraphs are always indented five to seven
spaces.

Figure 5.1 Full-Block Letter Format
with Appropriate Margins

Figure 5.2 Modified-Block Letter
Format

Parts of a Letter
 Heading: may be either your company’s
letterhead or your full return address.
 Date Line: Spell out the name of the month in
full, and include the date and year.
 Inside Address: The name and address of the
person to whom the letter is being written.
 Salutation: Use “Dear” followed by a courtesy
title and the reader’s last name. Never use a
comma after the salutation in a formal letter;
use a colon instead. Example: “Dear Dr.
Brown:”

Parts of a Letter (slide 1 of 2)
 Body of the Letter: The complete message
portion of the letter.
 Complementary Close: For instance,
“Sincerely” or “Yours truly.”
 Signature: Allow four spaces for your
handwritten signature (in black ink), and type
your name and title below the handwritten
signature.

Parts of a Letter (slide 2 of 2)
 Enclosure Line: Indicate any enclosures sent
with the letter. You may simply write
“Enclosures” or be more specific.
 Copy notation: The notation “cc:” (carbon
copy) indicates who else received a copy of
your letter.

Figure 5.3 Sample Letter, Full-
Block Format, All Parts Labeled

Figure 5.4 Careful Organization of
a Business Letter

The Appearance of Your Letter
(slide 1 of 2)
 Following are some tips on how to format and
print professional-looking letters:
 Use a letter-quality printer, and check ink or toner
cartridge levels.
 Stay away from fancy fonts or scripts.
 Consider using a letter wizard to help format and
design your letters.
 Leave generous margins (at least 1 to 1¼ inches all
around).

The Appearance of Your Letter
(slide 2 of 2)
 Leave double spaces between key parts of a letter
(date, salutation, copy notation and enclosure).
Leave four spaces between the letterhead and the
date and between the complimentary close and your
typed signature.
 Since-space within each paragraph, but double-
space between paragraphs.
 Avoid crowding too much text onto one page.
 Be careful about lopsided letters.
 Use Print Preview to see a image of your letter
before you print a hard copy.
 Always use high-quality white bond paper and
matching standard size business envelopes.

Envelopes
 Most companies have envelopes preprinted
with the company name, address, and logo.
 If you have to supply your own, use #10
envelopes.
 Center and single-space your recipient’s name
and address. Put your name and address in the
upper left-hand corner.

Organizing a Standard Business
Letter
 To help readers grasp your message clearly
and concisely, follow this simple plan:
 In your first paragraph, start with a friendly opening
and tell readers why you are writing and why your
letter is important to them.
 Put the most significant point of each paragraph first
to make it easier for the reader to find.
 In the second and subsequent paragraphs of your
letter, develop the body of your letter with factual
support, key details, and descriptions.
 In your last paragraph, thank readers and be clear
and precise about what you want them to do or what
you will do for them.

Making a Good Impression
on Your Reader
 Writing letters means communicating to
influence your readers, not to alienate or
antagonize them. As you draft and revise your
work, pay special attention follow the four
guidelines for achieving the “you attitude”:
 Never forget that your reader is a real person.
 Keep the reader in the forefront of your letter.
 Be courteous and tactful.
 Do not sound pompous or bureaucratic.

Figure 5.5 A Letter Lacking the
“You Attitude”

Figure 5.6 A You-Centered
Revision of Figure 4.5

International Business
Correspondence
 You cannot assume that every culture writes
letters the way we do in the United States.
 Important questions to consider:
 What is your status in relationship to the reader?
 How should you format and address your letter?
 What is an appropriate salutation?
 How should you begin and conclude your letter?
 What types and amount of information will you have
to give?
 What is the most appropriate tone to use?

Guidelines for Communicating
with International Readers (slide 1 of 2)
 Ten Guidelines for Communicating with
International Readers
 Use common, easily understood vocabulary
 Keep your sentences simple and easy to understand
 Avoid ambiguity
 Be careful about technical vocabulary
 Watch idiomatic expressions
 Delete sports and gambling metaphors
 Do not use unfamiliar abbreviations, acronyms, or
contractions

Guidelines for Communicating
with International Readers (slide 2 of 2)
 Watch units of measure
 Avoid culture-bound descriptions of place
 Use appropriate salutations, complimentary closes,
and signature lines

Figure 5.7 Sales Letter for a
Specific International Audience

Figure 5.8 Inappropriately Written
Letter to International Reader

Figure 5.9 Sims’s Appropriately
Revised Letter

Figure 5.10 Sales Letter to a Native
English Speaker in a U.S. Firm

Figure 5.11 Sales Letter to a Non-
Native Speaker of English

Some Final Advice to Seal Your
Success
 Identify your reader.
 Pay special attention to an international
reader’s needs by researching his or her
culture.
 Emphasize the “you attitude.”
 Organize your information.
 Include essential information, such as
schedules, expenses, or explanations of
services.
 Use an appropriate style and tone.
 Make sure your letter looks professional.

Chapter 5 of Kolin's Writing at Work

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