Chapter 5 of Kolin's Writing at Work

CHAPTER 5Writing Letters: Some Basics for Communicating with

Audiences Worldwide

Philip C. KolinUniversity of Southern Mississippi

Essential Advice on WritingEffective Letters

Keep in mind the guidelines from Chapter 1: Identify and analyze your audience and their needs Clearly and quickly establish your purpise in sending

your letter Formulate your message by including key facts and

recommendations Select the appropriate style and tone so that your

letters are reader-friendly and persuasive

Letters in the Age of the Internet (slide 1 of 2)

Even in this age of the Internet, letters are still vital in the world of work. Letters are important because of these reasons: They represent your company’s public image and

your competence. They are far more formal—in tone and structure—

than other types of business communication. They constitute an official legal record of an

agreement. Many businesses require letters to be routed

through channels before they are sent out. Letters are more substantial and secure than emails.

Letters in the Age of the Internet (slide 2 of 2)

They are the official and expected medium through which important documents and attachments are sent to readers.

Because readers receive far fewer letters than emails, letters often get higher priority

Letters are far more personable than emails Though they are formal documents, letters

nonetheless assure readers of your personal attention.

Hard-copy letters are confidential.

Different Ways to Send Letters

An attachment to an email Posting on the company’s website or social

media platform In the body of an email By fax

Letter Formats (slide 1 of 2)

Full Block All information is flush against the left margin. Double-space between paragraphs. Employers prefer full-block format when using

letterhead stationery (paper preprinted with the company name, logo, addresses, and other information).

Modified-Block The writer’s address (if not already imprinted on the

letterhead), date, complimentary close, and signature are positioned toward the right side of the letter, aligned with each other.

Letter Formats (slide 2 of 2)

The inside address, salutation, and body of the letter are flush against the left margin.

Semi-Block The writer’s address (if not already imprinted on the

letterhead), date, complimentary close, and signature, and enclosure line are aligned at the center point of the letter.

The inside address, salutation, and body of the letter are flush against the left margin.

Paragraphs are always indented five to seven spaces.

Figure 5.1 Full-Block Letter Format with Appropriate Margins

Figure 5.2 Modified-Block Letter Format

Parts of a Letter

Heading: may be either your company’s letterhead or your full return address.

Date Line: Spell out the name of the month in full, and include the date and year.

Inside Address: The name and address of the person to whom the letter is being written.

Salutation: Use “Dear” followed by a courtesy title and the reader’s last name. Never use a comma after the salutation in a formal letter; use a colon instead. Example: “Dear Dr. Brown:”

Parts of a Letter (slide 1 of 2)

Body of the Letter: The complete message portion of the letter.

Complementary Close: For instance, “Sincerely” or “Yours truly.”

Signature: Allow four spaces for your handwritten signature (in black ink), and type your name and title below the handwritten signature.

Parts of a Letter (slide 2 of 2)

Enclosure Line: Indicate any enclosures sent with the letter. You may simply write “Enclosures” or be more specific.

Copy notation: The notation “cc:” (carbon copy) indicates who else received a copy of your letter.

Figure 5.3 Sample Letter, Full-Block Format, All Parts Labeled

Figure 5.4 Careful Organization of a Business Letter

The Appearance of Your Letter (slide 1 of 2)

Following are some tips on how to format and print professional-looking letters: Use a letter-quality printer, and check ink or toner

cartridge levels. Stay away from fancy fonts or scripts. Consider using a letter wizard to help format and

design your letters. Leave generous margins (at least 1 to 1¼ inches all

around).

The Appearance of Your Letter (slide 2 of 2)

Leave double spaces between key parts of a letter (date, salutation, copy notation and enclosure). Leave four spaces between the letterhead and the date and between the complimentary close and your typed signature.

Since-space within each paragraph, but double-space between paragraphs.

Avoid crowding too much text onto one page. Be careful about lopsided letters. Use Print Preview to see a image of your letter

before you print a hard copy. Always use high-quality white bond paper and

matching standard size business envelopes.

Envelopes

Most companies have envelopes preprinted with the company name, address, and logo.

If you have to supply your own, use #10 envelopes.

Center and single-space your recipient’s name and address. Put your name and address in the upper left-hand corner.

Organizing a Standard Business Letter

To help readers grasp your message clearly and concisely, follow this simple plan: In your first paragraph, start with a friendly opening

and tell readers why you are writing and why your letter is important to them.

Put the most significant point of each paragraph first to make it easier for the reader to find.

In the second and subsequent paragraphs of your letter, develop the body of your letter with factual support, key details, and descriptions.

In your last paragraph, thank readers and be clear and precise about what you want them to do or what you will do for them.

Making a Good Impressionon Your Reader

Writing letters means communicating to influence your readers, not to alienate or antagonize them. As you draft and revise your work, pay special attention follow the four guidelines for achieving the “you attitude”: Never forget that your reader is a real person. Keep the reader in the forefront of your letter. Be courteous and tactful. Do not sound pompous or bureaucratic.

Figure 5.5 A Letter Lacking the “You Attitude”

Figure 5.6 A You-Centered Revision of Figure 4.5

International Business Correspondence

You cannot assume that every culture writes letters the way we do in the United States.

Important questions to consider: What is your status in relationship to the reader? How should you format and address your letter? What is an appropriate salutation? How should you begin and conclude your letter? What types and amount of information will you have

to give? What is the most appropriate tone to use?

Guidelines for Communicatingwith International Readers (slide 1 of 2)

Ten Guidelines for Communicating with International Readers Use common, easily understood vocabulary Keep your sentences simple and easy to understand Avoid ambiguity Be careful about technical vocabulary Watch idiomatic expressions Delete sports and gambling metaphors Do not use unfamiliar abbreviations, acronyms, or

contractions

Guidelines for Communicatingwith International Readers (slide 2 of 2)

Watch units of measure Avoid culture-bound descriptions of place Use appropriate salutations, complimentary closes,

and signature lines

Figure 5.7 Sales Letter for a Specific International Audience

Figure 5.8 Inappropriately Written Letter to International Reader

Figure 5.9 Sims’s Appropriately Revised Letter

Figure 5.10 Sales Letter to a Native English Speaker in a U.S. Firm

Figure 5.11 Sales Letter to a Non-Native Speaker of English

Some Final Advice to Seal Your Success

Identify your reader. Pay special attention to an international

reader’s needs by researching his or her culture.

Emphasize the “you attitude.” Organize your information. Include essential information, such as

schedules, expenses, or explanations of services.

Use an appropriate style and tone. Make sure your letter looks professional.

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