Letter Writing

1. Letter Writing

2. HEARTLAND Heading -------------- Letterhead ------------ Dateline-January 23,<YEAR> OPENING-Ms. Marcia Crary Inside Address- 809Murray Street Darlington, OH 43107 Salutation -Dear Ms. Crary: _____________________________________________________________________________________ Body Subject line ↓ Subject: Loan Approval Message-Congratulations! Your home equity loan has been approved. You now have $10,000available for your remodeling project, your new car, or any project for which you need additional cash. All you need to do is write a check for the amount you need, up to $10, 000, and you will activate your loan. We have enclosed a checkbook for your convenience. Once your check has been processed through our bank, we will send you an acknowledgement with the interest and repayment details. We appreciate the opportunity you have given us to serve you. We look forward to assisting you in meeting your future and financial needs. Closing ↓ Complimentary Closing- Sincerely, Richard Johnson Writer’s keyed name and title- Richard Johnson Personal Banker Reference initialsea. Enclosure Copy notation c: Janice Hernandez

3. Parts of a Business Letter Letterhead or Return Address Almost all organisations use letterhead stationery for their letters. Letterheads should include: • Name of your Organisation • Mailing address • Phone and fax numbers • Logo or graphic • E-mail address Dateline The dateline should be one line and should include the following: • The name of the month, spelled in full • The day of the month, expressed in digits • The year, written as four digits. Always spell out the month and include all four digits for the year so that the date will not be misrepresented. For example: 8/3/08 The Opening The purpose of the opening is to direct the letter to its destination and to greet the reader. The opening includes an inside address and a salutation. Sometimes an attention line. Inside address • Name of the addressee

4. Job title of the addressee • Name of the addressee’s organization • Street address or post office box number Street Address House numbers and building numbers are expressed in figures except for number one, and are written without a prefix. For street names that are numbers, spell out numbers up to and including ten; use figures for numbers over ten. • 7430 7th Street • 606 Fourteenth Avenue Attention Line The attention line is an optional part of a business letter opening, but it may be used when you do not know the name of the person to whom you need to write Attention: Sales Department. The Body Subject Line The subject line precedes the message of a letter and is used to tell the reader in one glance what the letter is about.

5. Message When keying the message, follow these rules: • Single –space each paragraph • Double space ( leave one blank line) between paragraphs • Block all paragraphs in the block style • Either block or indent the first line of each paragraph one inch in a modified block letter. The Closing The tone of the complimentary closing should match that of the salutation. For example if you greeted your reader with Dear John. You will probably want to close with sincerely.

6. Claim Letters “Written complaints should not be called complaint letters because complaint implies irritation, unpleasantness, negativism and even anger.” Guidelines for Claim Letters • Send the letter promptly • Write to the responsible person or to the customer relations (customer service) department. • Ask for the adjustment you think you deserve • Assume the problem was unintentional. Don’t show anger, disgust, argue, threaten, use profanity or question the reader’s integrity. • Present all facts and details clearly and honestly. Give the reader a complete and unbiased picture on which to base a decision about the adjustment you requested. To do this give a description of the original transaction with all the pertinent facts, including: • Date and place of purchase, agreement, or services • Company representative’s name and number, if available • Copy of the sale receipt • Invoice number • Copy of the warranty or guarantee

7. When you have a legitimate claim and anticipate the granting of the adjustment you’re asking for, use the direct approach. If you feel you will need to convince your reader to make the adjustment you are asking for, you may need to use the persuasive approach. When writing a claim letter it is best that you use a direct approach: Paragraph 1: Ask for a specific adjustment Paragraph 2: Explain what’s wrong Paragraph 3: Give Identifying Information

8. Sample Claim Letter Dear Customer Service Manager, Please send us a replacement or a refund for the damaged Monet reproduction we received from your shop on June 22.We are returning it to you today by Federal Express. When the painting arrived, we noticed that the shipping carton was damaged. Upon opening the carton, we found that the glass was broken and one corner of the paining was torn. On May 3, we ordered a framed, fine-art copy of the Monet watercolor painting .Catalog No 63788,for our newly remodeled reception area. We sent our purchase order 4289 with our check 3876 for $435, which included shipping and handling. We look forward to hearing from you within the next two weeks, as we are eager to have artwork in our reception area. Sincerely, Persuasive Claim Letter Indirect Approach Paragraph 1: Give Identifying information Paragraph 2: Explain what’s wrong. Paragraph 3: Ask for a specific adjustment.

9. Sample Letter Dear Mr. Brady, On May 6, I spoke to you about cleaning and repairing the 1899 Regina music box that I inherited from my mother. You told me you would look at it and call me the next day with an estimate to put it back in good working order. On May 13 you called and quoted me a price of approximately $500 for the repair; you said you would need six weeks to repair it. On July 6, I called you to see if my music box was ready. I had hoped to have it in time for a family reunion on July 24, but you indicated you still needed more time to work on it. On August 16 you called to tell me the music box was ready, and you would mail me the bill. When the invoice arrived this morning, I was shocked to see that it was for $1100. This is more than double the estimate you gave me on Monday 6.I feel you should have called for approval before exceeding your original estimate by $600.Frankly, had I known it would cost so much, I would not have had the music box repaired. You said yourself that even in good working condition it is only worth $3000. Because the work took twice as long as estimated and the price is more than double the original quote, please reduce the invoice to your original estimate of $500. Sincerely,

10. Dear Mr. Kadir: A week ago, on the 6th February, 2012, I was in your store and I bought two chandeliers and ten of the nine watts energy saver bulbs. At the time of purchase, around 13:00hrs, there was power outage in your area and the bulbs and chandeliers could not be tested. However, I was in great need of the items so I still bought it. On arrival at my shop, I had an electrician fit it up; however, five of the bulbs were not working properly on one of the chandeliers. I even had him fitting the other five bulbs (which worked on the other chandelier), on the same on but it still did not work. I think you will agree that we have a problem. As such, I would like you to send a technician – as soon as possible- either to repair the chandelier so that it performs well, replace it or to take it back for a full refund. Enclosed is a copy of the sales invoice and receipt showing the date of purchase. I am also enclosing a copy of the warranty that guarantees material and labour for a year.

11. Dear Sir: I have had it with companies like yours! You sold cheap, defective merchandise to me. It makes me really mad that you think you can get away with treating me like this. Your Ruttle Sandwich maker that I ordered is absolutely worthless, it smells awful when I use it like burnt electrical wiring when I turn it on and one side does not heat at all. I expect some satisfaction or you’ll really be sorry! Angrily

12. Adjustment Letters An adjustment letter is a response to a claim 1. <Date> Dear Mr. Thompson: Your new umbrella is being mailed prepaid today. It should arrive in two days. Thank you for returning the torn one. Because a mended umbrella might not be water –resistant, we are sending you a new one so that you can keep your patio table protected. You will notice that the new umbrella is made of vinyl- coated nylon, which has proved superior to the polyester and cotton one you bought last year. When you need patio furniture and accessories, you will find everything from small tables to fountains in our latest catalogue.You can rely on our guarantee of high quality and satisfaction or your money back. Sincerely, 2. Dear Mrs. Cambridge: You are right to expect high-quality merchandise from The Danley Overhead Door Company.We stand behind our products when they fail as a result of defects in material and workmanship, as our warranty states. We appreciate your sending of the door opener to us for analysis. It appears that the opener has gotten wet. Excess moisture over a period of time causes corrosion to form on the integrated circuit board. After corrosion buildup reaches

13. a level, the transmitter will not work. Our service manager estimates that cleaning and repairing your door opener would cost $2000. Since your door opener is several years old, you may want to consider replacing it with a new one. We have made many improvements to our door openers since yours was manufactured, including a sealed circuit board that would prevent the possibility of damage from moisture. A new door opener, which costs $5000, should give you even longer service than your current one. Please let us know whether you want to repair or replace your opener. Sincerely,

14. The Application Letter • Dear Mr. Jones: With great pleasure, I am enclosing my résumé for your consideration. My work history for the past two years reflected my father’s illness. All available money went toward his care. I am sure my background would show what an asset I would be for dealing with all types of people. • Gentlemen: I would like to apply for the position of _______. I recently earned a bachelor’s degree in marketing, and I worked the past two summers at College Town Bookstore as a sales clerk. Enclosed is a copy of my résumé, and I will gladly send my references upon request. I request, though, that you do not contact College Town Bookstore. • Dear Ms. Johnson: I am very interested in applying for a management training position. I graduated from Texas A&M University with a degree in marketing. I have presented many speeches and have written many papers in my classes, showing my strong communications skills. I consider myself a hard worker and a real “people person.” I would be a tremendous asset wherever I work. • Dear Mr. Adams: I wish to be considered for your management training position. I have no working experience in a company like Carlton Data Management or in the advertised position, but I acquired excellent organizational skills from my college courses. I think that my enthusiasm will more than make up for my lack of work experience. Please consider my enclosed résumé.

15. Dear Sirs: I am applying for the management trainee position that I saw advertised in the newspaper. I feel I am qualified for the position. With four years of college behind me, I am seeking a new challenge in a position where I can use my people oriented skills. Here is my résumé and a list of contacts who will give you information about my background, skills, and my tireless energy. I am an action-oriented people person and a team player, excited about the potential for growth and ever increasing responsibility. I would love to share ideas with you. I look forward to meeting you as you search for the best possible candidate for this important position in your company.

16. Punctuation Styles The two punctuation styles commonly used today are standard and open, standard punctuation (formerly called mixed punctuation) calls for a colon after the salutation and a comma after the complimentary closing. Standard punctuation is the most commonly used punctuation style. Open punctuation requires no punctuation after the salutation and complimentary closing.

17. Resignation Letters When you decide to change jobs, you should prepare a letter of resignation. Although you may be angry or dissatisfied when you resign, avoid the temptation to write an emotionally charged letter. Outline: • State in a positive way that you are resigning and indicate the effective date. • Tell you plans for the position you accepted (assuming you took another job) • State your reason for leaving, unless it is obvious or negative. • Offer to retrain a replacement, if appropriate • Tell how you’ve benefited from the job you are leaving. • Use a good will closing

18. Sample Resignation letter December 29,<Year> Mr. Ian Ludwig Southern Telecommunications Corporation 2403 Sunset Drive, Arlington,TX 76015-3148 Dear Mr. Ludwig: As I told you yesterday, I have accepted a position with Baldwin Communications, beginning January 27.Please accept my resignation from Southern Telecommunications Corporation effective January 13,For the next two weeks, I will be available to train a replacement. During the three years I have worked at Southern Telecommunications, I have appreciated the help you have given me and the professional relationship we have been able to cultivate. Working with you and the staff has been a pleasure. Sincerely, Thomas Cain Thomas Cain P.O Box 3789A

19. Mr. James Jones Sales Manager Mazdex, Incorporated 111 East Main Street Anywhere, USA. Dear Jim: My five years with Mazdex have been challenging and rewarding .This association has provided an opportunity for applying and developing my skills as well as gaining practical knowledge of the business world. It is with reluctance that I tender my resignation, effective immediately. I have decided it is time to turn my career in a slightly different direction as an accounting software trainer/sales consultant. My experience with Mazdex had provided me with valuable skills and contacts. Finally, Jim, I appreciate your assistance and training .You have helped to make our association pleasant and productive. I look forward to dealing with Mazdex in a different capacity. Sincerely, John R Smith John R Smith

20. Letter of Appreciation There is no standard format for a letter of Appreciation, but timing and tone are important. Outline: Letter of Appreciation • Thank you • I’m interested • I enjoyed …( or was impressed by) • I’m available • Another item you would like to know (optional) • If you need more information (give telephone number, time to call, and email address) Dr. Margaret Berman Mad River Medical Association 1555 Main Street Wenatchee, Washington 98555 Dear Dr. Berman: Thank you for the opportunity to discuss the possibility of working at Mad River Medical Association. I enjoyed meeting with you and your staff; the friendly atmosphere and organisation impressed me. After interviewing with you, I am even more eager to become a part of your medical team. Once my program at Marion Technical College is complete on March 19, 2005, I will be available for employment. If accepted for the position of medical secretary. I am prepared to put all my efforts into achieving the goals set by your practice and to serving your patience accordingly. If you should need any further information concerning my credentials, please contact me at 555-1111 any time convenient. Sincerely, Trena M Craig Trena M Craig

21. Dear Editor,\ The decision of the Attorney General (AG) to have the court pronounce on the composition of the parliamentary committees bodes well for the society as we strive to develop and strengthen our various branches of government and resolve our differences. The AG’s decision presents us the rare opportunity to simultaneously test the independence and checks and balances principle of our three branches of government. What is happening here is the judiciary is being asked by the executive arm of government which also sits on the governing side of the legislature, to interpret an aspect of the legislative function. As citizens, while we may embrace diverse political views and support different sides, in the final analysis the nation as a whole will benefit. Asking the court is an encouraging sign towards creating the environment to develop checks and balances among the three branches and more so establishing a precedent which will encourage the citizens to question a number of decisions that were made and will be made by parliament. It is important to note that there may be laws on our books that may be in conflict with our constitution; and in some cases may have violated fundamental rights. As such citizens and groups would be encouraged to examine and commence the process of challenging those decisions. These are the type of acts that will contribute to the creating of a just society. The people will be paying rapt attention. Yours faithfully, Lincoln Lewis

22. Dear Editor, The sugar industry continues to produce less sugar and at present we have the lowest sugar production for the past eighteen years. Production stood at two hundred thousand tonnes. The forecast for this crop is not bright. The industry therefore must be able to produce an alternative arrangement in order to move the industry forward so as to yield a bountiful production in the vicinity of three hundred thousand tonnes for the year 2012. Low production at this point in time will aggravate and increase poverty in the sugar belt. Considering the critical nature of the current situation, it will be necessary to produce a turnaround plan for the industry. This is urgent business, given the fall in sugar cane production and the consequences of the EU’s removal of guaranteed prices. At the same time we must ensure that any strategic plan is implemented. The government should listen to the problems affecting the workers at all the estates and offer them a solution. Given the poor management manifested at times in the sugar industry the time has come that every act of incompetence and neglect should be investigated. There should be a special investigative committee of at least five persons, two from the main opposition parties, one from the government one from the union and one technical person. Unless some stern action is taken against those who are incompetent and delinquent, the sugar industry will continue to suffer.