ENG Professional English Writing Routine Messages

Writing routine letters Information request Order request Simple claim

3 Letterhead Island Graphics 893 Dillingham Boulevard Honolulu, HI line 12 or 2 lines below letterhead Dateline September 13, 200x 2 to 10 lines Inside Mr. T. M. Wilson Address Visual Concepts Enterprises 1901 Haumualii Highway Lihue, HI blank line Salutation Dear Mr. Wilson: Letterhead Island Graphics 893 Dillingham Boulevard Honolulu, HI line 12 or 2 lines below letterhead Dateline September 13, 200x 2 to 10 lines Inside Mr. T. M. Wilson Address Visual Concepts Enterprises 1901 Haumualii Highway Lihue, HI blank line Salutation Dear Mr. Wilson: Parts of a Business Letter

4 1 blank line Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line Body This letter illustrates block letter style, about which you asked. All typed lines begin at the left margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower. If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. The complimentary close appears 1 blank line Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line Body This letter illustrates block letter style, about which you asked. All typed lines begin at the left margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower. If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. The complimentary close appears Parts of a Business Letter

5 two lines below the end of the last paragraph. 1 blank line Complimentary Sincerely, Close 3 blank lines Signature Mark H. Wong Block Graphics Designer 1 blank line Reference MHW Initials two lines below the end of the last paragraph. 1 blank line Complimentary Sincerely, Close 3 blank lines Signature Mark H. Wong Block Graphics Designer 1 blank line Reference MHW Initials Parts of a Business Letter

6 Writing Plan for an Information Request Opening:Ask the most important question first or express a polite command. Body:Explain the request logically and politely. Ask other questions if necessary. Closing:Request a specific action with an end date, if appropriate, and show appreciation.

7 Writing Plan for an Order Request Opening:Authorize purchase of items. Suggest method of shipping. Body:List items vertically. Provide quantity, order number, description, and unit price. Closing:Request shipment by a specific date. Tell method of payment. Express appreciation.

8 Writing Plan for a Simple Claim Opening:Describe clearly the desired action. Body:Explain the nature of the claim. Tell why the claim is justified. Provide details regarding the action requested. Closing:End politely with a goodwill statement.

9 Writing Plan for a Letter of Recommendation Opening:Identify the applicant, the position, and the reason for writing. Establish your relationship with the applicant. Body:Describe applicant’s job duties; give specific examples of skills and attributes. Compare with others in field. Closing:Summarize applicant’s significant attributes. Offer an overall rating. Draw a conclusion regarding the recommendation.

10 Content, Tone, Correctness Be concise. Don’t send anything you wouldn’t want published. Don’t use to avoid contact. Never respond when you’re angry. Care about correctness. Don’t use informal language like “wanna.” Smart Practices

11 Netiquette Limit any tendency to send everyone a copy Consider using identifying labels, such as “ACTION,” “FYI,” “RE,” “URGENT.” Use capital letters only for emphasis or for titles. Announce attachments. Smart Practices

12 Netiquette (continued) Seek permission before forwarding. Scan all messages before replying to each individually. Don’t automatically return the sender’s message. Revise the subject line if the topic in a series of messages (a “thread”) changes. Smart Practices

13 Personal Use Don’t use company computers for personal matters. Assume that all is monitored. Smart Practices

14 Other Smart Practices Use design to improve readability of longer messages. Consider cultural differences. Double-check before hitting the Send button. Smart Practices

15 Guide Words To: Consider keying receiver’s full name with address in angle brackets (Heather Jones ). From: Entered automatically Date: Entered automatically Subject: Include meaningful topic summary. Formatting Messages

16 Greeting Options No greeting “Heather,” “Dear Heather:,” “Hi,” or “Good morning!” Include name in first line (“Thanks, Heather, for your help...”). Formatting Messages

17 Body Cover just one topic. Use uppercase and lowercase letters. Use short line length if message might be forwarded. Formatting Messages

18 Formatting Messages Closing Consider a complimentary closing such as “Best Regards” Include your name and identification– especially in messages to outsiders.

19 Date: September 3, :05:12 AM EST To: Matt Ferranto From: Brooke Johnson Subject: Supervising Two Assigned Interns Matt: Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: * Develop a work plan describing their duties. Date: September 3, :05:12 AM EST To: Matt Ferranto From: Brooke Johnson Subject: Supervising Two Assigned Interns Matt: Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: * Develop a work plan describing their duties. Sample Message

20 Sample Message * Supervise their work to ensure positive results. * Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Best, Brooke * Supervise their work to ensure positive results. * Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Best, Brooke

21 Qualcom Enterprises line 13Interoffice Memo DATE: September 3, blank line TO: Matt Ferranto FROM: Brooke Johnson SUBJECT: Supervising Two Assigned Interns Qualcom Enterprises line 13Interoffice Memo DATE: September 3, blank line TO: Matt Ferranto FROM: Brooke Johnson SUBJECT: Supervising Two Assigned Interns Sample Hard-Copy Memo

22 2 blank lines Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: Develop a work plan describing their duties. Supervise their work to ensure positive results. Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. 2 blank lines Two interns will work in your department from September 20 through November 30. As part of their supervision, you should do the following: Develop a work plan describing their duties. Supervise their work to ensure positive results. Assess their professionalism in completing assigned work. Please examine the packet being sent to you. It contains forms and additional information about the two students assigned to your department. Call me at Ext. 248 if you have questions. Sample Hard-Copy Memo

23 Writing Plan for Routine Memos and Messages Subject line: Summarize memo contents. Opening: State the main idea. Body: Provide background data and explain the main idea. Closing: Request action, summarize the message, or present a closing thought.

24 Parallelism Instead of this: Workers were nervous, stressed, and full of preoccupation. Try this: Workers were nervous, stressed, and preoccupied. Improve Memo Readability With Listing Techniques

25 Instructions Instead of this: To clean the printer, you should first disconnect the power cord. Then you open the front cover, and the printer area should be cleaned with a soft, dry cloth. Try this: To clean the printer, do the following: * Disconnect the power cord. * Open the front cover. * Clean the printer area with a soft, dry cloth. Improve Memo Readability With Listing Techniques

26 Headings Instead of this: On April 3 we will be in Toledo, and the speaker is Troy Lee. On May 20 we will be in Detroit, and the speaker is Erin Win. Try this: Date City Speaker April 3 Toledo Troy Lee May 20 Detroit Erin Win Improve Memo Readability With Listing Techniques

27 Within Sentences Instead of this: Our team constantly tries to achieve our goals, customer service must be improved, and our production targets must be hit. Try this: Our team constantly tries to (a) achieve our goals, (b) improve customer service, and (c) hit our production targets. Improve Memo Readability With Listing Techniques

28 Bulleted Items Instead of this: At the AutoSelect Web site, we let you compare car prices, you can research the best financing, and you can learn about leasing. Try this: At the AutoSelect Web site, you can do the following: Compare car prices. Research the best financing. Learn about leasing. Improve Memo Readability With Listing Techniques

29 Improve Memo Readability With Listing Techniques Paragraph Headings Instead of this: The next topic is vacations. A new vacation schedule will be available in two weeks. Try this: Vacations. A new vacation schedule will be available in two weeks.

30 Try Your Skill Arrange the following in a concise, bulleted list. In the next training session, the trainer will demonstrate how to use video conferencing, how to share multiple programs, and how to maintain an Internet directory.

31 Improved Version: The next training session will demonstrate Video conferencing Sharing multiple programs Maintaining an Internet directory Try Your Skill

32 Improve the readability of the following instructions that will become part of a student employment booklet. In preparing for an employment interview, you should begin by studying the job description. Itemizing your most strategic skills and qualifications is also important. Giving responses in a mock interview is another good practice technique. Last, you should be prepared to ask relevant questions. Try Your Skill

33 Improved Version: You can prepare for interviews by doing the following: Study the job description. Itemize your most strategic skills and qualifications. Practice giving responses in a mock interview. Prepare to ask relevant questions. Try Your Skill