1. Letters Audience ◦ External (usually) ◦ May be unfamiliar with internal organization, values, procedures, etc. ◦ May be unfamiliar with jargon and acronyms ◦ May be inattentive to communication ◦ Seeking formal or “official” message

2. Technique: Basic Format Set margins at 1 to 1 ½ inch Use 10 to 12 point font size Single space within paragraphs, double- space between paragraphs Use block (all lines starting at left margin) or modified block (date and closing lines at center)

3. Technique: Basic Elements Basic ElementsBasic Elements Letterhead or return address (no name) Date Recipient’s “inside address” – (identical to mailing label) Salutation (Optional “Subject” line) Body Closing Signature Typist’s initials Enclosure notation Distribution list

4. 123 Galloping Lane Clackamas OR 97015 February 02, 2010 Bigby B. Bucks ABC Scholarship Foundation 1000 100 th Avenue New York, NY 29430 Dear Mr. Bucks I am writing to apply for the 2010 Achievement in Science Scholarship. This spring I will be completing my Associate of Science at Portland Community College with a focus on Biology and Veterinary Sciences. I plan on transferring to Oregon State University to continue my studies in Veterinary Sciences. With a close review of ABC Scholarship Foundation, as well as the scholarship requirements, I am very excited to send my application, resume, transcript, references and personal statement to you for consideration for the Achievement in Science Scholarship. This scholarship is a great match to my interests and personal background in Veterinary work. I go into more detail in my personal statement. However, I see this as an excellent opportunity to enrich my education, as well as my personal experience, through work with farms and country veterinarians. This scholarship will allow me to continue my professional development as I work toward becoming a Veterinarian. I greatly welcome the opportunity for a personal interview with you. I will call your office next week confirming my materials were received and to see about any additional information needed. You can reach me via phone (555)555-5555 or email at h.rainer@pcc.edu. Thank you. Sincerely, Horst Rainer Enc.

5. Technique: Kinds of Letters Routine Letters ◦ Request for information and action ◦ Direct reply Good News ◦ Approved request ◦ Commendation/Recommendation Bad News Letters ◦ Denied request ◦ Criticism/disciplinary action/termination Persuasive Letters ◦ Sales ◦ Proposals

6. Technique: Strategies Single topic Formal style and tone “Official” letterhead and signature “Cues” and “Signposts” Request for action

7. Technique: Strategies Direct vs. Indirect message ◦ “Frontload” Routine and Good News Letters ◦ “Backload” Bad News Letters ◦ For Persuasive Letters, use the message that best fits the audience Tip: If cost is involved, you probably should “backload”.

8. Persuasive Writing Gain attention ◦ Review problem and state action taken ◦ Stimulate a question and offer an answer ◦ State a benefit to the audience Build interest ◦ Offer strong supports ◦ Suggest direct and indirect benefits ◦ Avoid emotionality Reduce resistance ◦ Counter possible arguments ◦ Demonstrate credibility Motivate action ◦ Request specific action and repeat benefits See the Quick and Easy Guide to Written Proposals for additional strategies.Quick and Easy Guide to Written Proposals