Chapter 9 Routine Letters and Goodwill Messages

1. Chapter 9Routine Letters and Goodwill Messages Includes material from Guffey text Ch 9

2. When to Write Business Letters… • Correspond with outsiders • Maintain permanent record • Use formality to reflect audience or topic importance • Deliver sensitive message requiring organized, well-considered presentation

3. To express thanks, recognition, or sympathy • Beselfless. Discuss the receiver, not the sender. • Bespecific. Cite specifics rather than generalities. • Besincere. Show your honest feelings with unpretentious language.

4. In expressing thanks, recognition, or sympathy: • Bespontaneous. Make the message sound natural, fresh, and direct. Avoid canned phrases. • Keep the messageshort. Although goodwill messages may be as long as needed, they generally are fairly short.

5. The Direct Pattern • Frontload in the opening. • Explain in the body. • Be specific and courteous in the closing.

6. Frontloading the Opening • Thank the addressee • Be specific about what you are thanking them for (meeting, time, etc)

7. Explaining in the Body • Include specific benefits you received • Include how you will use the information provided • Include meaningful expression of what the action meant to you • Use type-specific language 7 - 4

8. Courteous Closing For goodwill messages: • Repeat appreciation • Provide a courteous concluding thought • Refer to the next time you will see the person • Give best wishes for weekend, holiday, etc. • Give best wishes for continued business success

9. Courteous Close For requests: • Specifically indicate action you need • Provide a deadline (if appropriate) and a reason • typically external and out of your control • creates sympathy/empathy in the reader • increases the likelihood of a timely response

10. Formatting Business Letters • Side margins 1 to 1½ inches • Date 2” from top or 1 blank line below the letterhead • Leave 2 to 7 blank lines between date and inside address • Justify left margin only, leave right ragged

11. Formatting Business Letters • Decide on letter style • full block (all lines starting at the left margin) • modified block (date and closing lines centered) • Single-space within paragraphs and double-space between • Allow 3 blank lines between end of letter and signature line

12. WEB: cypress@grid.com 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 2 inches from top of page Dateline Inside Address 2 to 7 blank lines 1 blank line 1 blank line 1 blank line Formatting Business Letters Salutation Subject Line

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. 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 1 blank line 1 blank line Printed Name 3 blank lines Reference Initials Formatting Business Letters

15. Writing in Another’s Voice • MBTI voice words • Practice: Write a description of BA324H • Discussion • S vs. N • F vs. T

16. Thank You Letter Examples

17. Thank You!