Objectives

Essential components

Formats

Different Types

Technical Writing Criteria

Serve as external communication

Reflect on you and your company
Constitute a legally binding contract

No matter what type of letter you write

Follow accepted letter formats
Maintain the proper tone
Avoid errors

Letterhead (writers) address

Date
Reader inside address
Salutation
Text (Introduction, Body, Conclusion)
Complimentary close
Typed name and signature

Why are you writing?

What are you writing about?

For example -- As a graduating senior from

DeVry, I am interested in information
about your MBA program.

What exactly do you want to say or ask?

Consider using an itemized list for access.

Whats next?
When do you expect a response?
Why is that date important?
For example -- Your response by April l2 will

allow me time to take the GRE and apply to

graduate school. Thank you for your help.

Subject line
All capital letters two spaces below the inside
address and two spaces above the salutation

New page notations

Cite your name, the page number, and the date
on all pages after page 1.
Place either flush with the left margin at the top of
subsequent pages or across the top of
subsequent pages.

Writers and typists initials

Enclosure notation

Two spaces below the typed signature or two

spaces below the writer and typist initials
Enc: or Enclosure:
Show the number of enclosures -- Enclosures (2)
Or specify what has been enclosed
Enclosures: January Invoice

Copy notation
A complimentary copy is
designated by a lowercase cc:
A photocopy is designated by a
lowercase pc:
Type notation two spaces below
the typed signature or two
spaces below either the writers
or typists initials or enclosure
notation.
List the readers names following
the copy notation.

Sincerely,
Brian Altman
Brian Altman
Enclosure: August Report
Pc: Marcia Rittmaster

Full Block

Full Block with Subject Line

Modified Block

Simplified

Inquiry

Cover

Good news

Bad news

Complaint

Adjustment

Sales

Introduction
Clarify your intent in the introduction (why?)
Identify the subject matter (what?)

Discussion
Specify your needs
Ask precise questions or list specific topics
Will the roofing material cover 150 X 180?

Conclusion
Conclude precisely
Provide dated action; explain why

Tells your readers up front what they are

receiving

Focuses your readers attention on key points

within the enclosures

Introduction: why you are writing and what you are

writing about

Discussion: exactly what youve enclosed or exactly

what of value is within the enclosures

Conclusion: what you want to happen next, when you

want this to happen, and why the data are important

Introduction: explain why

youre writing and tell what
youre writing about

Discussion: explain exactly

what has justified the
promotion or the
commendation

Conclusion: what you plan

next, when this action will
occur, and why the date is
important

Tact is required.

Couch the negatives in positive terms.

Introduction: begin with a buffer

Discussion: states the bad news; preface your

assertions with quantifiable proof

Conclusion: give your readers an opportunity

for future success; provide options to your
readers

Introduction: politely state the

problem; include supporting documents

Discussion: explain in detail the problems

experienced; be specific; document your claims;
state what you want done and why

Conclusion: end your letter positively; reflect

your companys professionalism; include phone
number and when you may be reached

Aka reponse to letter of complaint

100 Percent Yes Letter (good-news letter)

You agree 100 percent with the writer of the complaint
letter

100 Percent No Letter (bad-news letter)

You disagree 100 percent with the writer of the complaint
letter

Partial Adjustment Letter

May agree with some of the writers complaints
May disagree with other aspects of the complaint

Arouse reader interest

An anecdote, a question, a quotation, data

Develop your assertions

Specify exactly what you offer to benefit your readers or how
youll solve your readers problems
Provide data to document your assertions
Give testimony from satisfied customers
Document your credentials

Make your readers act

Present an appealing style

When you use the block form to write a business letter, all the information
is typed flush left, with one-inch margins all around. First provide your own
address, then skip a line and provide the date, then skip one more line and
provide the inside address of the party to whom the letter is addressed. If
you are using letterhead that already provides your address, do not retype
that information; just begin with the date. For formal letters, avoid
abbreviations where possible.

Skip another line before the salutation, which should be followed by a

colon. Then write the body of your letter as illustrated here, with no
indentation at the beginnings of paragraphs. Skip lines between
paragraphs.

After writing the body of the letter, type the closing, followed by a comma,
leave 3 blank lines, then type your name and title (if applicable), all flush
left. Sign the letter in the blank space above your typed name. Now
doesn't that look professional?

Your
Your
Your
Your
Your

Name
Address
City, State, Zip Code
Phone Number
Email

Date
Name
Title
Organization
Address
City, State, Zip Code
Dear Mr./Ms. Last Name:
First Paragraph: Why You Are Writing. Remember to include the name of a
mutual contact, if you have one. Be clear and concise regarding your request.
Middle Paragraphs: What You Have to Offer. Convince the readers that they
should grant the interview or appointment you requested in the first paragraph.
Make connections between your abilities and their needs or your need for
information and their ability to provide it.
Final Paragraph: How You Will Follow Up. Remember, it is your responsibility to
follow-up; this relates to your job search. State that you will do so and provide the
professional courtesy of indicating when (one week's time is typical).
Sincerely,
Your Signature
Your Typed Name

Clarity
Conciseness
Accessibility/Design
Audience recognition
Audience involvement
Accuracy