2.
Represent your company’s public image and your
competence
More personal than a report, yet more formal than
memos or e-mail
More permanent than e-mail
Constitute an official legal record of an agreement
2
3.
Analyze Your Audience :
◦ Who is my audience?
◦ Will my audience be favorably or unfavorably disposed to what I
am going to say?
◦ What kinds of information will my audience expect me to supply?
◦ How will my audience use the information I am sending?
◦ What impression do I want my letter to make on readers?
Have a clear sense of your purpose and theirs
Select the best communication strategy
Draft, revise, and edit your letter
3
8.
Address of the reader
Reader’s Name
Reader’s Title
Company Name
Company Street
Address
◦ Company City
◦ Company State
◦ Company Zip Code
◦
◦
◦
◦
2-4 spaces
8
9.
IF you know the reader’s
name, salutation will be
◦ First / Last Name
◦ Followed by Colon
◦ For example
Dear Mr. Sami:
Dear Ms. Jasmeen:
Dear Miss / Mrs. Ali:
Dear Ahmad Ali:
OTHERWISE
◦ Use title
Dear Vice President:
◦ Use department’s name
Accounting Department:
2 spaces
9
15.
Must have a topic & focus
Can be used instead of
salutation
All CAPS
2 spaces below inside
address
15
16.
If writer and typist are two
different persons
◦ Writer’s initials- ALL CAPS
◦ Typist’s initials-LOWERCASE
Separate both initials with a
colon
2 spaces below typed
signature
16
18.
For a copy of letter, write
◦ cc (complimentary copy)
◦ pc (photocopy)
For copies sent to other
readers, write
◦ pc: Reader Ma,e
2 spaces below enclosure
notation
18
19.
Full-block format
◦ All text typed on left margin
◦ Spaces between paragraphs
Simplified format
◦ Same as full block format except
No Salutations
Subject Line introduced
No Complimentary Close
19
22.
Positive
◦ Customer relations letters responding favorably to a
writer’s request or complaint
◦ Sales letters promoting a product
Neutral
◦ Letters requesting information about a product or
service, placing an order, or responding to some action
or question
Negative
◦ Customer relations letters refusing a request, saying
no to an adjustment, etc.
22
25. You require information about any matter of
interest to you
It must
◦
◦
◦
◦
Contain an effective technical writing style
Involve audience through pronoun usage
Avoid grammatical errors
Must contain the essential letter components
25
26.
Introduction
◦ Tell your reader why are you writing
◦ Inform reader about subject matter
What are you writing about? OR
What info do you want?
26