Constructing a Good-News Message The Routine Request (Inquiry) Message 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College

Use Correct Message Format: Hard-Copy Letter Home Security Products Box 302 Edenton, NC September 1, 2001 Mr. Albert Gleason Sales Manager Hewlett-Packard Company P.O. Box Palo Alto, CA Dear Mr. Gleason: Begin with the writer’s address (or letterhead), single-spaced. The date follows the writer’s address, with or without a blank line. Skip at least one blank line below the date, followed by the reader’s name, title, company name, and address. Skip ONE line and then type a greeting (Dear, with the appropriate title and last name*). * Exceptions: If you do not know the reader’s name, address it to a position title. Alternatively, omit the greeting and use a SUBJECT line. (NOTE: if you do not use a greeting, do not use a complimentary close – “Sincerely.”) 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College

The Opening Would you provide me with information regarding your HP 340 portable printer. I am interested in purchasing 34 lightweight printers that our marketing representatives can use with their Toshiba 1200XE notebook computers when they travel. Start with you-viewpoint and your main request. Note the use of the period rather than a question mark; this is correct, and what is referred to as a “polite request.” Characteristics of the opening: You-viewpoint Direct (start with a general or specific request) Brief 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College

The Body Specifically, please answers to the following four questions: 1.Is the HP 340 a laser printer? 2. How long does the batter last after a full charge? 3. What size paper does the printer accept? 4. How long is the guarantee? For the body of the inquiry, use specific questions. Use a numbered or bulleted list, to make it easier for the reader to respond. Avoid asking too many yes/no questions. Ask questions that will elicit a detailed response from the reader. 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College

The Closing Please fax me the necessary information by September 14 (Fax: ). I would also appreciate receiving ordering information, so I can make my purchase decision by September 30. The closing should be clear, direct, and brief, and should give the reader a specific action to perform. As a general rule, include an end date, or deadline, to ensure a prompt response. 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College

Concluding the Letter Format Sincerely, Carolyn J. Ryerson Purchasing Director “Sincerely” is the most appropriate complimentary close for a business letter. Skip three blank lines to have room for your signature. 1/6/2012Prof. Robert Goldberg, EGL 1320, Prince George's Community College