2. First, any questions about your resumes? Addresses are on
page 225
3.
Writing a Business Letter
Form
Content
4.
Parts of a Business Letter
Date
Senders Address
Insider Address
Salutation
Body
Closing
Enclosures
Typist Initials
5. Senders Address Date Inside Address Salutation Body
Closing
6. Parts of a Business Letter Sender's Address Including the
address of the sender is optional. Do not write the sender's name
or title, as it is included in the letter's closing. Include only
the street address, city and zip code. Another option is to include
the sender's address directly after the closing signature.
7. Date
8. Parts of a Business Letter Date The date line is used to
indicate the date the letter was written. When writing to companies
within the United States, use the American date format. Write out
the month, day and year two inches from the top of the page.
9. Inside Address
10. Parts of a Business Letter Inside Address The inside
address is the recipient's address. It is always best to write to a
specific individual at the firm to which you are writing. If you do
not have the person's name, do some research by calling the company
or speaking with employees from the company.
11. Parts of a Business Letter Inside Address (continued)
Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a
woman's preference in being addressed as Miss, Mrs., or Ms. If you
are unsure of a woman's preference in being addressed, use Ms. If
there is a possibility that the person to whom you are writing is a
Dr. or has some other title, use that title.
12. Parts of a Business Letter Inside Address (continued)
Usually, people will not mind being addressed by a higher title
than they actually possess. To write the address, use the U.S. Post
Office Format.
13. Salutation
14. Parts of a Business Letter Salutation Use the same name as
the inside address, including the personal title. If you know the
person and typically address them by their first name, it is
acceptable to use only the first name in the salutation (for
example: Dear Lucy:). In all other cases, however, use the personal
title and full name followed by a colon. Leave one line blank after
the salutation.
15. Parts of a Business Letter Salutation (continued) If you
don't know a reader's gender, use a nonsexist salutation, such as
"To Whom it May Concern." It is also acceptable to use the full
name in a salutation if you cannot determine gender. For example,
you might write Dear Chris Harmon: if you were unsure of Chris's
gender.
16. Body
17. Parts of a Business Letter Body For block and modified
block formats, single space and left justify each paragraph within
the body of the letter. Leave a blank line between each paragraph.
When writing a business letter, be careful to remember that
conciseness is very important.
18. Parts of a Business Letter Body (continued) In the first
paragraph , consider a friendly opening and then a statement of the
main point. The next paragraph should begin justifying the
importance of the main point.
19. Parts of a Business Letter Body (continued) In the next few
paragraphs , continue justification with background information and
supporting details. The closing paragraph should restate the
purpose of the letter and, in some cases, request some type of
action.
20. Closing
21. Parts of a Business Letter Closing The closing begins at
the same horizontal point as your date and one line after the last
body paragraph. Capitalize the first word only (for example: Thank
you) and leave four lines between the closing and the sender's name
for a signature. A comma should follow the closing.
22. Parts of a Business Letter Enclosures If you have enclosed
any documents along with the letter, such as a resume, you indicate
this simply by typing Enclosures one line below the closing. See
page 215
23. Parts of a Business Letter Enclosures (continued) As an
option, you may list the name of each document you are including in
the envelope. For instance, if you have included many documents and
need to ensure that the recipient is aware of each document, it may
be a good idea to list the names.
24. Parts of a Business Letter Typist Initials Typist initials
are used to indicate the person who typed the letter. If you typed
the letter yourself, omit the typist initials.
25. Writing for a North American Business Audience Every
country has its own set of rules and expectations about the ways to
communicate in a business setting. In some countries, they may
place less emphasis on written materials and more emphasis on
verbal communication. However, in the United States, memos,
letters, and emails are important and play a role in creating a
person's business reputation.
26.
Writing for a North American Business Audience
Getting to the point
Keeping it simple
Using passive and active voice
Using nondiscriminatory language
27.
Getting to the point
The question "so what is your point" is very common with
American audiences. In general, North Americans prefer to get a
preview of the main ideas so that they know what to expect. Time is
an important factor for U.S. business people because they do not
have much of it. So it is important to state your purpose or "the
bottom line" for writing at the beginning of your document.
28.
Getting to the point
Here is an example of a hidden main point where the writer is
requesting employment verification:
Dear Personnel Director:
On March 27, I received a phone call from Mrs. Karen Krane from
New York, who was once a data entry clerk in your Ohio office. She
was under the direct supervision of.....
29.
Getting to the point
As you can see, the above statement goes on several sentences
and the writer still has not revealed his or her purpose. A busy
personnel director might skip over this request and make it a last
priority.
30.
Getting to the point
This is an example with the main point clearly stated:
Dear Personnel Director:
Would you verify the employment of Mrs. Karen Krane? She was a
data entry clerk in your Ohio office (fill in the details)
Sincerely,
31.
Getting to the point
Often times writers will place their main point at the bottom
of their document because they are either delivering bad news or
they are afraid their ideas will be rejected. But business writing
experts warn against this style of writing. Bad news should always
be delivered up front.
32.
Getting to the point
Also remember that while you do not want to be too shy about
delivering bad news, you also do not want to be too aggressive when
you submit an idea or suggestion.
33.
Getting to the point
For example, "We must hire a new secretary now" has an
aggressive tone that your reader may not appreciate.
Instead write something like, "I know that you do not think we
should hire a new secretary now, but I really think we need to.
Please let me explain my reasons."
34. 2. Keeping it simple Use simple language to get your point
across and you will have more success. You might feel compelled to
use bigger words or more complex sentences to build credibility
with your audience, but try to avoid this.
35.
2. Keeping it simple
The two primary reasons to avoid such tactics are:
You might be perceived as a con artist
Your message might become confusing.
36. 2. Keeping it simple An example of using "impressive
words": Subsequent to the passage of the subject legislation, it is
incumbent upon you to advise your organization to comply with
it.
37. 2. Keeping it simple An example using simple words: After
the law passes, you must tell your people to comply with it.
38. 2. Keeping it simple The second passage is much easier to
understand and it gets straight to the point. There is little room
for misunderstanding with that statement.
39. 3. Using Passive and Active Voice A writer uses passive
voice to purposefully leave out the actor or subject of the
sentence in an effort to sound more diplomatic.
40. 3. Using Passive and Active Voice Look at this example :
Active : "I decided that everyone must retake the exam." Passive :
"It has been decided that everyone must retake the exam. What is
the difference between these sentences?
41. 3. Using Passive and Active Voice The passive example takes
the actor out of the sentence so that the audience cannot directly
blame someone.
42.
3. Using Passive and Active Voice
There are three instances to use the passive voice:
When you don't know the actor or the actor is unimportant.
Example: Every year, thousands of people are diagnosed as
having cancer.
43.
3. Using Passive and Active Voice
There are three instances to use the passive voice:
To emphasize the action rather than the actor
Example : After long debate, the proposal was endorsed by the
long-range planning committee.
44.
3. Using Passive and Active Voice
There are three instances to use the passive voice:
To be tactful by not naming the actor.
Example : The procedures were somehow misinterpreted.
45. 3. Using Passive and Active Voice If your purpose does not
fall into one of three categories above then use active direct
voice. But be careful not to be too direct. You would not want to
tell an employer that he or she should hire you because "I am the
best."
46. 4. Using Nondiscriminatory Language Nondiscriminatory
language is language that treats all people equally. It does not
use any discriminatory words, remarks, or ideas. It is very
important that the business writer communicate in a way that
expresses equality and respect for all individuals.
47. 4. Using Nondiscriminatory Language It is the kind of
language that can come between you and your reader. Make sure your
writing is free of sexist language and free of bias based on such
factors as race, ethnicity, religion, age, sexual orientation, and
disability.
48. 4. Using Nondiscriminatory Language Use neutral job titles.
Not Good : Chairman Better : Chairperson
49.
Using Nondiscriminatory Language
Avoid demeaning or stereotypical terms.
Not Good : After the girls in the office receive an order, our
office fills it within 24 hours
Better : When orders are received from the office, they are
filled within 24 hours
50.
Using Nondiscriminatory Language
Avoid words and phrases that unnecessarily imply gender.
Not Good : Executives and their wives
Better : Executives and their spouses
51.
Using Nondiscriminatory Language
Omit information about group membership
Not Good : Connie Green performed the job well for her
age.
Better : Connie Green performed the job well
52.
Using Nondiscriminatory Language
If you do not know a reader's gender, use a nonsexist
salutation.
Not Good : Dear Gentlemen:
Better : To Whom it May Concern:
53.
Using Nondiscriminatory Language
Do not use masculine pronouns
Not Good : Each student must provide his own lab jacket
Better : Students must provide their own lab jackets. Or Each
student must provide his or her own lab jacket.
54.
Accentuating the Positives
When you need to present negative information, soften its
effects by superimposing a positive picture on a negative one.
Stress what something is rather than what it is not.
Emphasize what the firm or product can and will do rather than
what it cannot.
Open with action rather than apology or explanation.
Avoid words which convey unpleasant facts.
55. Accentuating the Positives Compare the following examples.
Which would be more likely to elicit positive reader response?
56. Accentuating the Positives Example 1 In response to your
question about how many coats of Chem-Treat are needed to cover new
surfaces: I regret to report that usually two are required. For
such surfaces you should figure about 200 square feet per gallon
for a good heavy coating that will give you five years or more of
beautiful protection.
57. Accentuating the Positives Example 2 In response to your
question about how many coats of Chem-Treat are needed to cover new
surfaces: One gallon is usually enough for one-coat coverage of 500
square feet of previously painted surface. For the best results on
new surfaces, you will want to apply two coats.
58. Accentuating the Positives Example 3 We cannot ship in lots
of less than 12.
59. Accentuating the Positives Example 4 To keep down packaging
costs and to help customers save on shipping costs, we ship in lots
of 12 or more.
60. Embedded Position Place good news in positions of high
emphasis: at the beginnings and endings of paragraphs, letters, and
even sentences. Place bad news in secondary positions: in the
center of paragraphs, letters, and, if possible, sentences.
61. Effective Use Of Space Give more space to good news and
less to bad news. Evaluate the following examples to determine
whether or not they present negative information favorably.
62. Effective Use Of Space Example 1 No special training
programs are normally offered other than that of the College
Graduate in Training rotational training period. We do not expect
our employees to continue their education, but we do have an
excellent tuition refund program to assist in this regard. Where an
advanced degree is essential, individuals are recruited with those
particular advanced degrees. Both Butler and IUPUI offer courses
leading to an MBA degree.
63. Effective Use Of Space Example 2 With our rigid quality
standards, corrections of Adidas merchandise run less than .02
percent of our total line. Because of an oversight in our stitching
department, a damaged needle was inadvertently used and caused the
threads to come loose in these particular bags. Since we now have a
check on all our machine needles before work each day, you can be
assured that the stitching on our Adidas carrying bags will last
the lifetime of the bags. Thank you for calling our attention to
the loose stitching.
64. Next Week: Writing Personal Letters & Envelopes
65. Reading Assignment Read pages 208 215.
66. Writing Assignment I will be collecting all of your resumes
next week! Be ready.
67. Writing Assignment Write a resume to obtain a job after
graduation. You may choose whatever job you would like to apply
for. Pay attention to both form and content. Your resume must be
typed. Due in 1week.
