Business Letters

1. Business Letters Administrative Policy Writing Spring 2012

2. Administrative Policy WritingSpring 2012 Overview • Question: Why do you need to know how to write about a business letter? • Answer: The “business letter” is still the standard medium for formal written communications to and from governmental bodies. • Yes, even in the age of email! • Thus, to participate in public-policy writing, you must be able to follow business letter conventions.

3. Administrative Policy WritingSpring 2012 Overview • Writing a business letter is really pretty simple. • But there is more to this kind of communication than is immediately apparent. • It is not just about having the parts in the right place. • Writing an effective business letter is about conveying a sense of credibility. • Unspoken elements that make a reader take you and your letter seriously.

4. Administrative Policy WritingSpring 2012 Overview • Business letters are used in a variety of contexts: • Letter explaining a law or official program to a member of the public. • Letter requesting a licensed person or regulated industry to take some action. • A notice of violation letter. • A letter from one governmental body to another. • Some real-world examples of government letters are posted on the course schedule.

5. Administrative Policy WritingSpring 2012 Business Letter as Formal Communication • The business letter is a form: a shell or template for formal correspondence. • It is used when something more formal than a quick email is needed: • Government alleges that X Corp. violated the law. • Or X Corp. denies violating the law. • You would not dash this off in a quick email. • The elements of professional style we talked about earlier are important in a business letter.

6. Administrative Policy WritingSpring 2012 Recap Professional Style • Resist the informal conventions of email or texting. • Sarcasm, jokes • Incomplete or run-on sentences • Assume that whatever you are writing is public information. • Focus on facts rather than opinions or beliefs • Be concise. • Avoid laying blame for issues, unless you must. • Be polite. • Proofread!

7. Administrative Policy WritingSpring 2012 Parts of a Business Letter • Sender’s address • Date • Inside address • Subject line • Salutation • Body • Closing • Signature block • Final notations

8. Administrative Policy WritingSpring 2012 Sender’s Address • For both private businesses and governmental bodies, most official correspondence is written under a standard letterhead that includes the sender’s identity and address. • The letterhead is not just a matter of form. It has an important persuasive function (especially in the governmental context). • Establish authority of the sender. • Making the letter more likely to be read carefully and given serious attention. • People generally take letters more seriously than email. • If you received a letter from the U.S. Department of Justice, what would you do?

10. Administrative Policy WritingSpring 2012 Date • The date usually appears under the sender’s address or letterhead. • Block style has it left-justified. • Modified block has it in centered. • Normal practice is to spell out the month: • January 2, 2012. • What does the date mean? The date should be the date the letter is delivered, not the date it was written. • This is very important. Why?

11. Administrative Policy WritingSpring 2012 Date • The date a letter is mailed is often of critical importance, especially for the government. • Suppose the letter is a notice of violation sent by OSHA to a company. • When that company received notice of the violations documented in the letter may have legal implications later down the road. • It may become evidence in a lawsuit brought by the government or some private individual.

12. Administrative Policy WritingSpring 2012 Date • It may end up costing that company thousands or even millions of dollars! • So always, always make sure the date is correct, and never “back-date” or otherwise falsify the date. • Think of your letter as an exhibit at a trial. • You don’t have to fret over it. Just make sure it is right.

13. Administrative Policy WritingSpring 2012 Inside Address • The inside address includes the name, title, and address of the recipient. • Often the sender will also note the method of delivery near the inside address. • Always use Mr. or Ms., or whatever appropriate title they hold: • Dr., Rev., Hon., • Always capitalize their title. • Include their complete address. • Include the full name of their business organization or other entity. Abbreviation is ok here. • Exxon Mobil Corp. (Corporation) • Council on Foreign Relations • U.S. Environmental Protection Agency • BP Products North America, Inc. (Corporation)

14. Administrative Policy WritingSpring 2012

15. Administrative Policy WritingSpring 2012 Subject Line • The subject line is like the “RE:” in a memo or email. • Normal practice is to write “Re:” or “RE:” in a business letter as well. • Purpose is to orient the reader to the subject. If there is a number associated with the person or entity at issue, that number should appear in the subject line. • Make it easier to organize or find later by file number, case number, etc.

16. The subject of this letter is a pending lawsuit

17. Administrative Policy WritingSpring 2012 The subject of this letter is a request for an opinion.

18. Administrative Policy WritingSpring 2012 Salutation • This part is simple. • “Dear Ms. Jones:” • “Dear Dr. Snodgrass:” • Always a colon after the name.

19. Administrative Policy WritingSpring 2012 Body • The body paragraphs convey the substance of the letter. • In general, keep body paragraphs short. No more than a few sentences. • It is usually a good idea to begin the letter with enough background information for the reader to understand your subject. • It is a good idea to assume the reader doesn’t know (or at least doesn’t immediately remember) what you are talking about.

20. Administrative Policy WritingSpring 2012 Body • If it is a letter written in response to a prior communication, reference that prior communication in the opening paragraph (especially if you want to document that the prior communication happened). • Often the subject of a letter from a governmental entity will apply a particular rule or statute to a situation. Clearly show what facts apply to what rules, and state them separately. • Longer letters should be divided into logical headings and subheadings. • Sometimes you will see body paragraphs “fully justified” sometimes “ragged right.”

21. Administrative Policy WritingSpring 2012 Closing • Business letters usually close with some kind of invitation to further discussion. • “If you have further questions, please do not hesitate to call me.”

22. Administrative Policy WritingSpring 2012 Signature Block • Always use “Sincerely” • Followed with a comma. • The sender’s name goes four spaces below. • Usually, the sender’s title goes below their name. • Block format: signature justified left. • Modified block: signature centered.

23. Administrative Policy WritingSpring 2012

24. Administrative Policy WritingSpring 2012 Final Notations • Notes regarding enclosures (i.e. attachments) and copies of the letter appear below the signature block. • “Encl:” or “Enclosure:” • Sometimes writers will provide a description of the enclosure as well: • Encl: Permit Application. • To indicate that the letter is being sent to additional recipients, use “cc:” • Often the “cc” will have some indication of the person’s title: • cc: Tony Hayward, President, BP Products, Inc. • Typist initials appear if the letter is typed by someone other than the person who wrote it.

26. Administrative Policy WritingSpring 2012 Block v. Modified Block • In “block” style, everything is left-aligned (including date and signature block). • In “modified block” style, the date, closing line, and signature are centered. Everything else is left-aligned.

27. In block style, everything is left-aligned. Including the date

28. In modified-block style, the date, closing line, and signature block are centered. Well, sort of.

29. Administrative Policy WritingSpring 2012 Examples • For additional examples, look at the course web site. I have several letters from different governmental bodies: • A state agency • A federal agency • The U.S. Navy • You will need to review these letters for the elements of standard letter formatting. They don’t all fit the standard! • What does this tell us? In the real world, there is some variation on business letter formatting. • This stuff isn’t written in stone. But it’s useful to know the generally accepted conventions.

30. Administrative Policy WritingSpring 2012 Homework • For this week, you will • Draft a short business letter in response to a citizen inquiry. Make sure your letter has all of the elements we talked about today and is written in a professional style. • Complete the basic business letter review in which you identify formatting errors in real-world business letters.

31. Administrative Policy WritingSpring 2012 End • We’re done! • Any questions?