STRUCTURING BUSINESS LETTER

FOUR POINT PLAN

INTRODUCTION: BACKGROUND AND BASICS

Briefly give the reasons for writing Refer to previous communication Who? What? Where? When?

DETAILS: FACTS AND FIGURES

Give instructions Ask for information Provide all relevant data and details Separate into paragraphs for separate

themes Make sure the paragraphs flow

logically

RESPONSE OR ACTION: ACTION STATEMENT

Action you want the reader to take Action you will take Deadline Conclusion

CLOSE: A simple, relevant closing sentence.

Sample I- This looks good

HEADING

DATE

INSIDE ADDRESS

SUBJECT LINE

SALUTATION

BODY

CLOSING AND SIGNATURE

ATTACHMENTS

Lord Consulting Services699 Knox Road

Ardmore, PA 19077(610) 555-0124

January 23, 1998

Mr. James PenrodVice President, SalesABC Computing349 Vesper RoadKnoxville, TN 37966

Subject: Magazine samples

Dear Mr. Penrod

Thank you for interviewing with Lord Consulting services. We enjoyed meeting with you and discussing career opportunities.

After reviewing the results of your testing, we concluded that the ‘fit’ here with the rest of our team wasn’t perfect. Your results indicate that you are a self –starter and highly analytical. We were looking for a slightly different combination of skill sets.

We hire for several public relations positions each year, and generally these employess move quickly to management levels. We’d like to consider you for the next available position, because each department requires a different team composition.

Thank you again. We look forward to speaking with you again in future

Sincerely ,

Judy Lord

Judy LordHuman Resource Manager

Sample II- This looks good

TO: Great Valley Personnel

FROM: Facilities Manager

SUBJECT: Company Parking lot

DATE: June 20, 1998

I’d like to announce that the executive board has approved plans to resurface the company parking lot.

We will begin work on June 27. We expect the project to take about a week.

During that time, no one will be able to use the parking lot. Let us put up with what I hope is a minor inconvenience, and after the repairs we can all look forward to a better managed parking lot.

PS: Hope you share my enthusiasm about this improvement of our facilities.

Sample III

Date: August 2, 2010

To: VPC Board of Directors

From: Milly Vincent, Public Relations Director MCV

Subject: Proposal to change Facility-use policy

VPC could enhance its public image and strengthen relationships with it employees by permitting outside groups to use the company’s meeting rooms.

Background

During a typical three month period, VPC receives one or two requests to use its meeting rooms. These requests come from employees, customers and representatives of the general public. In accordance with Policy Number 102 which was enacted for financial and liability reasons, we refuse these requests.

Problem

In the three month period May 1 to July 31, we received 27 requests to use our facilities. Thirteen of these requests came from our employees or from representatives of organizations that VPC supports through financial or in kind donations.

The increased request activity can be attributed at least in part, to the fact that two popular meeting sites are no longer available; Fire destroyed The Mountain Community Centre in April, and Central Library began a major remodeling project in mid-June.

Recommendation

I recommend that we make our three main floor meeting rooms available to local groups between 6 & 10 pm weekdays on a cost recovery basis and other facilities are again available (approximately nine months). By doing so we will provide a valuable public service and build on our already strong reputation in the community.

Information gathered from our insurance carrier, out maintenance manager, and our security chief suggests that a $ 35.- per hour fee will cover our costs.

If you approve this recommendation, I will issue a news release, notify those whose requests have been processed that our policy has changed and draft internal procedures for your review.

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