Chapter 13 Letters

Letters A primary means of solving external problems More formal and less specialized than memos Written by nearly all workplace writers

Heading or Letterhead Letterhead offers a more professional appearance Text or graphics can be used in place of letterhead Simple headings should contain your address (but not your name)

Date Should list the date a letter was sent, not the date it was begun May be important in tracing the history of an idea, action, or problem Should be stated directly Should be aligned left

Recipient’s or Inside Address Address a specific individual whenever possible Include job title Use the Postal Service’s state abbreviations Place four lines below the date, on the left

Salutation Use the standard format: Dear [title] [lastname]: Use both first and last names, if the recipient’s gender or their professional title is unknown Use department or job title, if name is unknown Avoid impersonal or vague salutations “Dear Sir” or To “Whom It May Concern” Be aware of other cultural practices

Introductory Paragraphs Provide any background information readers will need to understand the letter Contain short, descriptive sentences May also include a thesis sentence identifying the problem or main point Are placed two lines below the salutation

Body Paragraphs Contain further details concerning the message Should be focused, omitting extraneous or irrelevant details Often contain bulleted or numbered lists to improve readability

Concluding Paragraphs Sum up or reiterate the main point Might state steps you’d like your reader to take Might state something positive about the relationship between you and the recipient

Closing Phrase Select a phrase that best reflects your relationship with the recipient. Formal: “Respectfully yours,” “Yours sincerely,” or “Respectfully” Moderately formal: “Sincerely,” “Cordially,” “Thank you,” or “Regards” Informal: “Best wishes,” “Kindest regards,” or “Best”

Signature Is your full name typewritten four lines below the closing phrase, aligned left Includes job title, if it is not in the letterhead Is signed (blue or black ink) in the space between the typewritten signature and the closing phrase

Page Headers Additional pages should be printed on plain stationery paper Headers often include: The name of the person to whom the letter is sent (flush with the left margin) The page number (in the center) The date (at the right margin)

Additional Features Introducing line Typist’s initials Enclosure line Subject line, attention line, promotional heading Typist’s initials Enclosure line Distribution line

Block Style Is the most commonly used format for writing professional letters Aligns everything along the left margin Uses single spacing for all text, with a space between each paragraph Looks sleek and businesslike Conveys a sense of order and symmetry

Modified Block Style Is slightly less formal than block style Aligns your return address and your closing phrase and signature along the right margin Aligns all other text to the left Can be useful when you want to highlight information about the author

Envelope Style Match envelope with stationery when possible Always type mailing and return addresses single space and in same font as letter Use standard #10 envelope, or large manila envelopes for documents that: Are especially important Require signatures Are multiple pages

Patterns for Organizing a Letter Real-world situations rarely fit into categories. Consider the rhetorical situation. Choose the best way to communicate the message so that readers will understand and be able to act.

Positive Messages Give the good news first Provide the necessary follow-up details Be clear about potential negative elements Explain advantages and benefits to the reader Use a goodwill ending to cement the relationship

Negative Messages Prepare the reader for the bad news with buffers Clearly state the negative — once Present alternatives, compromises, solutions, or possible actions, if they exist End with a positive, forward-looking statement

Persuasive Messages Capture your reader’s attention Connect his/her interest with your goals Provide convincing details Tell him/her how to act

Types of Letters Thank-You and Congratulatory Letters develop goodwill between you and the reader, drawing attention to a positive experience or achievement. Rejections and Refusals inform readers that you cannot give them what they want, though they often present alternatives. Sales Letters are written to potential or existing customers to stimulate interest in a product or service.

Types of Letters Claim Letters request adjustments or reimbursements for defective goods or services. Adjustment Letters describe how an organization will deal with a problem in a product or service. Collection Letters ask readers to pay for goods and services they have already received. Confirmation Letters serve as a written record of previous conversations or agreements. Inquiry Letters ask for something or make a request.