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Business Letters Are Important When

Business Letters Are Important When. A permanent record is required. Formality is necessary. A message is sensitive. An organized, well-considered presentation is necessary. Writing Plan for Request for Information or Action. Opening . Body. Closing.

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Business Letters Are Important When

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  1. Business Letters Are Important When • A permanent record is required. • Formality is necessary. • A message is sensitive. • An organized, well-considered presentation is necessary.

  2. Writing Plan for Request for Information or Action Opening Body Closing • Ask the most important question first or • Express a polite command. • Explain the request logically and courteously. • Ask other questions if necessary. • Request a specific action with an end date, if appropriate. • Show appreciation

  3. Improving Closings for Direct Request Letters Weak Thanks for any information you provide. Opening Body Closing Improved We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference.

  4. Improving Closings for Direct Request Letters Weak Hoping to hear from you at your earliest convenience. Improved Please send the video by August 15. Your answer to my inquiry will help me make my printer choice. Thanks! Thank you for your cooperation.

  5. Parts of a Business Letter • The next four slides illustrate basic information on proper placement and formatting of business letters. • Remember to refer to Appendix A, Reference Guide to Document Formats, for more details on this topic.

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  8. Ineffective Information Request • Open letter by clicking icon at right. • As you read the letter, • Evaluate its content. • Identify areas for improvement.

  9. Improved Information Request Open letter by clicking icon at right.

  10. Writing Plan for Direct Claim Opening Body Closing • Describe clearly the desired action. • Explain the nature of the claim. • Tell why the claim is justified. • Provide details regarding the action requested. • End pleasantly with a goodwill statement. • Include end dating if appropriate.

  11. Ineffective Direct Claim • Open letter by clicking icon at right. • As you read the letter, • Evaluate its content. • Identify areas for improvement.

  12. Improved Direct Claim Open letter by clicking icon at right.

  13. Writing Plan for Replies toInformation Requests Body Subject Line Subject Line Opening Opening Closing Body • Identify previous correspondence. • Deliver the most important information first. • Arrange the information in a logical sequence. • Explain and clarify the information. • Build goodwill.

  14. Writing Plan for Adjustments • Subject line is optional. • Identify previous correspondence. • Make a general reference to main topic. • Grant the request or announce the adjustment immediately. • Provide details about how you are complying with the request. • Strive to regain the reader’s confidence. • Include resale or sales promotion if appropriate. • Close courteously by summarizing your action request. • Express confidence in future business dealings.

  15. Effective Adjustment Letter Open letter by clicking icon at right.

  16. Writing Plan for Letters of Recommendation • Identify the applicant, the position, and the reason for writing. • Establish your relationship with applicant. • Describe applicant’s job duties. • Give specific examples of skills and attributes. • Compare with others in field. • Summarize the applicant’s significant attributes. • Offer an overall rating. • Draw a conclusion regarding the recommendation.

  17. Writing Thank-Yous Cover three points in gift thank-yous. • Identify the gift. • Tell why you appreciate it. • Explain how you will use it. Be sincere in sending thanks for a favor. • Tell what the favor means to you. • Avoid superlatives and gushiness. • Maintain credibility with sincere, simple statements.

  18. AnsweringCongratulatory Messages Respond to congratulations. • Send a brief note expressing your appreciation. • Tell how good the message made you feel. Accept praise gracefully. • Don't make belittling comments (I'm not really all that good!) to reduce awkward-ness or embarrassment.

  19. Extending Sympathy • In the first sentence mention the loss and your personal reaction. • For deaths, praise the deceased. Describe positive personal characteristics (Howard was a forceful but caring leader). • Offer assistance. Suggest your availability, especially if you can do something specific. • End on a reassuring, positive note. Perhaps refer to the strength the receiver finds in friends, family, colleagues, or religion

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