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Writing Letters

Writing Letters. English 206. Types of Business Letters. Some common types of business letters request & reply (e.g. transmittal) complaint & adjustment job application & follow-up. Before You Write. Determine your objectives. only business? (primary objective)

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Writing Letters

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  1. Writing Letters English 206

  2. Types of Business Letters • Some common types of business letters • request & reply (e.g. transmittal) • complaint & adjustment • job application & follow-up

  3. Before You Write • Determine your objectives. • only business? (primary objective) • also human relations? (secondary objective) • Study the audience. • internal versus external • positions/ responsibilities • relationship to you • what they know about the subject

  4. Before You Write • Decide whether to use the direct or indirect approach(bad news & persuasion may require a less direct approach). • Decide on the format. • block style: In letters, this is a format in which the inside address, date, and signature block are lined up at the left margin. • modified block style(or indented):A letter format in which the inside address, date, and signature block are lined up with each other one-half or one-third of the way over on the page. • AMS simplified: A letter format that omits the salutation and complimentary close and lines everything up at the left margin.

  5. As You Write Make the message • reader-oriented • Refer to readers by name and thank them. • Use a “you” rather than “I” emphasis. • helpful • Provide necessary information & details. • tactful • Be positive, even when there is bad news (e.g. by sandwiching bad news between positive comments).

  6. Letter Format • Address of sender (skip if on letterhead) • Date • Name & address of reader • Optional subject line • A salutation • The body of the letter • Closing • Letter writer’s signature

  7. Letter Format • Signature block • Name & title • Optional identification of the typist in lowercase initials at bottom of signature block Example (where Mary Collins is the typist): J.S: mc • Enclosure • Distribution notice (Copy or c)

  8. Tips for Designing Letters • Continuation page • Use plain paper (not letterhead stationery). • Type the page number & date at the top. • Envelope • Type both the recipient’s address and the return address in all caps. • Private information • Type “Personal” or “Confidential” if you don’t want it opened by others in the workplace.

  9. Links • Business Letters – Ten Tips from Arizona State University Writing Center(includes a sample complaint letter) • How to Write a Complaint Letter • Link 1 • Link 2 • How to Reply to Complaint Letters • Adjustment Letters • Enquiry/Request Letter • Reply to an Enquiry/Request

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