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Chapter 9Chapter 9
Routine Letters and Routine Letters and Goodwill MessagesGoodwill Messages
Includes material from Guffey text Ch 9
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When to Write When to Write Business Letters…Business Letters…
• Correspond with outsiders • Maintain permanent record• Use formality to reflect
audience or topic importance
• Deliver sensitive message requiring organized, well-considered presentation
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To express thanks, To express thanks, recognition, or recognition, or
sympathysympathy• Be selfless. Discuss the
receiver, not the sender.• Be specific. Cite
specifics rather than generalities.
• Be sincere. Show your honest feelings with unpretentious language.
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In expressing thanks, In expressing thanks, recognition, or recognition, or
sympathy:sympathy:• Be spontaneous. Make the
message sound natural, fresh, and direct. Avoid canned phrases.
• Keep the message short. Although goodwill messages may be as long as needed, they generally are fairly short.
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The Direct PatternThe Direct Pattern
• Frontload in the opening.
• Explain in the body.
• Be specific and courteous in the closing.
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Frontloading the Frontloading the OpeningOpening
• Thank the addressee• Be specific about what
you are thanking them for (meeting, time, etc)
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7 - 4
Explaining in the BodyExplaining in the Body
• Include specific benefits you received
• Include how you will use the information provided
• Include meaningful expression of what the action meant to you
• Use type-specific language
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Courteous ClosingCourteous ClosingFor goodwill messages:• Repeat appreciation• Provide a courteous concluding
thought• Refer to the next time you
will see the person• Give best wishes for
weekend, holiday, etc.• Give best wishes for
continued business success
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Courteous CloseCourteous CloseFor requests:
• Specifically indicate action you need
• Provide a deadline (if appropriate) and a reason – typically external and out of
your control
– creates sympathy/empathy in the reader
– increases the likelihood of a timely response
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• Side margins 1 to 1½ inches
• Date 2” from top or 1 blank line below the letterhead
• Leave 2 to 7 blank lines between date and inside address
• Justify left margin only, leave right ragged
Formatting Business Formatting Business LettersLetters
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• Decide on letter style
– full block (all lines starting at the left margin)
– modified block (date and closing lines centered)
• Single-space within paragraphs and double-space between
• Allow 3 blank lines between end of letter and signature line
Formatting Business Formatting Business LettersLetters
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Formatting Business Formatting Business LettersLetters
WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259
May 18, 2006
Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627
Dear Ms. Williams:
SUBJECT: FORMATTING BUSINESS LETTERS
WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259
May 18, 2006
Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627
Dear Ms. Williams:
SUBJECT: FORMATTING BUSINESS LETTERS
Cypress Associates, Inc. Cypress Associates, Inc. Letterhead
Dateline
Inside Address
Salutation
Subject Line
2 inches from top of page
2 to 7 blank lines
1 blank line
1 blank line
1 blank line
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At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:
1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.
2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is
lower.
3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.
The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes
At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:
1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.
2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is
lower.
3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.
The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes
Formatting Business Formatting Business LettersLetters
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the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.
So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.
Sincerely,
Sharon Montoya
Sharon Montoya
SM:mef
the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.
So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.
Sincerely,
Sharon Montoya
Sharon Montoya
SM:mef
ComplimentaryClosing
Printed Name
Reference Initials
3 blank lines
1 blank line
1 blank line
Formatting Business Formatting Business LettersLetters
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Writing in Another’s Writing in Another’s VoiceVoice
• MBTI voice words
• Practice: Write a description of BA324H
• Discussion – S vs. N– F vs. T
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Thank You Letter ExamThank You Letter Examplesples
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