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Mastering Effective Business Letters

Learn the art of effective business correspondence through letters. Understand when to use letters over memos or emails, the parts of a letter, special elements to include, design factors, interpersonal considerations, types of letters, resume preparation, job application letters, electronic job hunting, and support for applications.

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Mastering Effective Business Letters

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  1. Chapter 19 Letters and Employment Correspondence Technical Communication, 9/e John M. Lannon PowerPoint prepared by Jimidene Murphy

  2. When a Letter is Better than a Memo or Email • Use a letter when you need to • Personalize your message • Convey a dignified, professional impression • Act as a representative of your company • Present a carefully constructed case • Respond to clients, customers, or anyone outside your organization • Provide an official notice or record of an announcement or legal action

  3. Heading / company name Date and inside address Salutation Body of letter Closing and signature Any notations Parts of a Letter

  4. Special Parts of a Letter • Attention line • Subject line • Typist’s initials • Enclosure notation • Distribution notation • Postscript

  5. Design Factors • Quality stationary • Uniform margins and spacing • Appropriate headings for multiple pages • Appropriate envelopes

  6. Interpersonal Considerations • Focus on the reader’s perspective • Use plain English • Focus on the human connection • Anticipate the reader’s react • Decide on the direct or the indirect plan

  7. Types of Letters • Inquiry letters • Letters requesting an informative interview • Answers to telephone and email inquiries • Claim letters • Routine • Arguable

  8. Preparing a Résumé • Gather contact information • Statement of objective • Education • Work experience • Personal data • Interests, achievements, awards, and skills • References

  9. Organizing a Résumé • Give some advantages and disadvantages of each of the following ways to organize a résumé. When would you want to use each? Reverse chronological order Functional Combination

  10. Job Application Letter • Image • Target audience • Two types • Solicited • Unsolicited

  11. Electronic Job Hunting • Online employment resources • Electronic scanning of résumés • Preparing content for a scannable résumé • Designing a scannable résumé • Hyperlinking a résumé • Protecting your privacy

  12. Support for the Application • Dossier • Portfolio • Interviews • Follow-up letters • Letters of acceptance • Letters of refusal

  13. Any Questions? For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.ablongman.com/lannon.

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