Effective Positive Letter Writing Guidelines

1. Other Forms of Technical Writing LETTERS

2. SPECIFIC GUIDELINES

3. III. SPECIFIC GUIDELINES • TYPES of Letters: • Positive • Negative • Neutral • Sales

4. III. SPECIFIC GUIDELINES 1) POSITIVE LETTERS: • State good news immediately • Examples – • replying to a question @ products, services • acknowledging receipt of order • recommending for a promotion • responding favorably to a routine request • responding favorably to a complaint or adjustment • hiring an employee

5. III. SPECIFIC GUIDELINES 1) POSITIVE LETTERS: • ABC • Abstract – • bridge between this letter & previous communication • clear statement of good news

6. III. SPECIFIC GUIDELINES 1) POSITIVE LETTERS: • ABC • Body – • supporting data of main point • clarification of possible questions reader may have • qualification of good news, if any

7. III. SPECIFIC GUIDELINES 1) POSITIVE LETTERS: • ABC • Conclusion – • statement of eagerness to continue relationship, complete project, … • clear statement of what happens next, if relevant

8. SUMMARY

9. IV. SUMMARY • Make wise use of ATTACHMENTS • place details in attachments • keep particulars, specifics out of these brief communiqués • Complete READER ANALYSIS • address their needs • write to their technical skill levels • follow the Rule of “Firsts & Lasts”

10. IV. SUMMARY • Follow the ABC Format • Abstract • Body • Conclusion • Plus the 3 C’s Strategy of Persuasion • Capture • Convince • Control

11. IV. SUMMARY • Have a clear PURPOSE & ORGANIZATION • Purpose Statements • ABC & #3 C’s • Planning Forms • Astutely employ PAGE DESIGN elements • Headings • Lists