Objectives

Essential components

Formats

Different Types

Technical Writing Criteria

Serve as external communication Reflect on you and your company Constitute a legally binding contract

No matter what type of letter you write◦ Follow accepted letter formats◦ Maintain the proper tone◦ Avoid errors

Letterhead (writer’s) address Date Reader inside address Salutation Text (Introduction, Body, Conclusion) Complimentary close Typed name and signature

Why are you writing?

What are you writing about?

For example -- As a graduating senior from DeVry, I am interested in information about your MBA program.

What exactly do you want to say or ask?

Consider using an itemized list for access.

What’s next? When do you expect a response? Why is that date important? For example -- Your response by April l2 will

allow me time to take the GRE and apply to graduate school. Thank you for your help.

Subject line ◦ All capital letters two spaces below the inside

address and two spaces above the salutation New page notations

◦ Cite your name, the page number, and the date on all pages after page 1.

◦ Place either flush with the left margin at the top of subsequent pages or across the top of subsequent pages.

Writer’s and typist’s initials Enclosure notation

◦ Two spaces below the typed signature or two spaces below the writer and typist initials

◦ Enc: or Enclosure:◦ Show the number of enclosures -- Enclosures (2)◦ Or specify what has been enclosed – Enclosures: January Invoice

Copy notation◦ A complimentary copy is

designated by a lowercase cc:◦ A photocopy is designated by a

lowercase pc:◦ Type notation two spaces below

the typed signature or two spaces below either the writer’s or typist’s initials or enclosure notation.

◦ List the readers’ names following the copy notation.

Sincerely,

Brian Altman

Brian Altman

Enclosure: August Report

Pc: Marcia Rittmaster

Full Block

Full Block with Subject Line

Modified Block

Simplified

Inquiry

Cover

Good news

Bad news

Complaint

Adjustment

Sales

Introduction◦ Clarify your intent in the introduction (why?)◦ Identify the subject matter (what?)

Discussion◦ Specify your needs◦ Ask precise questions or list specific topics◦ “Will the roofing material cover 150’ X 180’?”

Conclusion◦ Conclude precisely◦ Provide dated action; explain why

Tells your readers up front what they are receiving

Focuses your readers’ attention on key points within the enclosures

Introduction: why you are writing and what you are writing about

Discussion: exactly what you’ve enclosed or exactly what of value is within the enclosures

Conclusion: what you want to happen next, when you want this to happen, and why the data are important

Introduction: explain why you’re writing and tell what you’re writing about

Discussion: explain exactly what has justified the promotion or the commendation

Conclusion: what you plan next, when this action will occur, and why the date is important

Tact is required.

Couch the negatives in positive terms.

Introduction: begin with a buffer

Discussion: states the bad news; preface your assertions with quantifiable proof

Conclusion: give your readers an opportunity for future success; provide options to your readers

Introduction: politely state the problem; include supporting documents

Discussion: explain in detail the problems experienced; be specific; document your claims; state what you want done and why

Conclusion: end your letter positively; reflect your company’s professionalism; include phone number and when you may be reached

Aka reponse to letter of complaint

100 Percent Yes Letter (good-news letter)◦ You agree 100 percent with the writer of the complaint

letter

100 Percent No Letter (bad-news letter)◦ You disagree 100 percent with the writer of the complaint

letter

Partial Adjustment Letter◦ May agree with some of the writer’s complaints

◦ May disagree with other aspects of the complaint

Arouse reader interest◦ An anecdote, a question, a quotation, data

Develop your assertions◦ Specify exactly what you offer to benefit your readers or how

you’ll solve your readers’ problems◦ Provide data to document your assertions◦ Give testimony from satisfied customers◦ Document your credentials

Make your readers act Present an appealing style

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn't that look professional?

Your Name Your Address Your City, State, Zip Code Your Phone Number Your Email

Date

Name Title Organization Address City, State, Zip Code

Dear Mr./Ms. Last Name:

First Paragraph: Why You Are Writing. Remember to include the name of a mutual contact, if you have one. Be clear and concise regarding your request.

Middle Paragraphs: What You Have to Offer. Convince the readers that they should grant the interview or appointment you requested in the first paragraph. Make connections between your abilities and their needs or your need for information and their ability to provide it.

Final Paragraph: How You Will Follow Up. Remember, it is your responsibility to follow-up; this relates to your job search. State that you will do so and provide the professional courtesy of indicating when (one week's time is typical).

Sincerely,

Your Signature

Your Typed Name

Clarity Conciseness Accessibility/Design Audience recognition Audience involvement Accuracy