Professional Communication

Letter Writing

Lecture 19

2

Basic Letter Formats

•All elements on left-hand margin

•Typed quickly

Block Format

•Conventional

•Includes subject line

•Resembles Block Format

Simplified Format

•Two exceptions only

•Date and closing on right hand side

Modified Block Format

3

Letter Components

• Writers Address

• Date

• Inside Address

• Salutation

• Letter body

• Complimentary close

• Signed name

• Typed name

4

Letter Components

• Writers Address

• Date

• Inside Address

• Subject

• The company name• The street, address• The city, state, zip.

Month day, year.

• Reader’s name• Your readers title (optional)• Company name• Company street, address• The company city, state and

zip code.

In one line only.

5

Letter Components

• Salutation

• Letter body

• Complimentary close

• Signed name

• Typed name

• Reader’s last name preceded by Dear and followed by semi colon

• First name can also be used

• Introductory paragraph• Discussion paragraph• Conclusion paragraph

• Followed by comma

• Legible

6

Kinds of Letters– Inquiry

– Cover (transmittal)

– Good news

– Bad news

– Complaint

– Adjustment

– Sales

7

Kinds of Letters

• Letters of Inquiry

• Clarify your intent in the introduction

• Specify your needs in discussion

• Conclude precisely• Degree requirements

• Equipment costs

• Performance records

• Or any other

8

Kinds of Letters

• Cover Letters

• Information

• Key points

• Serves as a friendly gesture for readers

9

Kinds of Letters

• Good news Letters

• Promoting an employee

• Job offer

• Approval

10

Kinds of Letters

• Bad news Letters

• Rejection of a job applicant

• Reject customers request

• termination

11

Kinds of Letters

• Complaint Letters

• Mostly has enclosures

• Invoice/ receipts etc.

12

Kinds of Letters

• Adjustment Letters

• Response to the complaint letter

100 % yes

100 % no

13

Kinds of Letters

• Sales Letters

• Introducing a new product

14

Exercise-1

• Write a sales letter. To do so, imagine what

product or service you could provide to a

potential client. Select one from your area of

expertise or academic major. Write a letter

using techniques discussed in the presentation.

15

COVER LETTER

Never send a resume without a cover letter!

Purpose of a Cover Letter

• Used when responding to specific, advertised openings or expressing interest in organization

• Explains why you are sending the resume, how you learned about company or position

• Convinces reader to look at your resume• Calls attention to important attributes of

your background• Shows your personality, attitude, enthusiasm

and communication skills

Do’s & Don’ts of Cover Letters• Don’t repeat information found in resume• Do Sum-up important qualities, areas of

expertise, and motivation about field or position of interest

• Do include information about availability• Do explain shortcomings or gaps in work

experience in history• Do try to keep the cover letter to one page;

however, two pages are acceptable, especially when reflective of extensive work experience

General Structure of the Cover Letter

1. Opening paragraph: • State why you are writing• how you learned of the organization

or position, and • basic information about yourself

2. Main Body paragraph

• Tell why you are interested in employer or type of work.

• Demonstrate that you know enough about the employer or position and relate your background to the employer or position.

• Mention specific qualifications that make you a good fit for the employer’s needs. Refer to the fact that your resume is enclosed.

General Structure of the Cover Letter

3. Closing paragraph: • Indicate you would like opportunity to

interview for a position or to talk with employer to learn more about career opportunities.

• State how you will follow up on the letter– such as calling the company/employer

• Offer to provide employer with additional information – such as certificates, references, etc.

General Structure of the Cover Letter

4. Thank the employer for his or her consideration of your letter/attached resume (could be a brief 4th paragraph).

Formatting Concerns

• Be sure you use standard, acceptable margins for page layout (MS Word default)

• Use business letter style (first sentences are not indented)

• Block style is acceptable, with text flush with left margin

Types of Cover Letters

1. The application letter which responds to a known job opening

2. The prospecting letter which inquires about possible positions

3. The networking letter which requests information and assistance in your job search

25

Recap• Letter Formats

– Block Format– Simplified Format– Modified Block Format

• Kinds of Letters

– Inquiry

– Cover (transmittal)

– Good news

– Bad news

– Complaint

– Adjustment

– Sales

• Cover Letter