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Professional Communication Letter Writing Lecture 19.

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Presentation on theme: "Professional Communication Letter Writing Lecture 19."— Presentation transcript:

1 Professional Communication Letter Writing Lecture 19

2 Basic Letter Formats All elements on left-hand margin Typed quickly Block Format Conventional Includes subject line Resembles Block Format Simplified Format Two exceptions only Date and closing on right hand side Modified Block Format 2

3 Letter Components Writers Address Date Inside Address Salutation Letter body Complimentary close Signed name Typed name 3

4 Letter Components Writers Address Date Inside Address Subject 4 The company name The street, address The city, state, zip. Month day, year. Readers name Your readers title (optional) Company name Company street, address The company city, state and zip code. In one line only.

5 Letter Components Salutation Letter body Complimentary close Signed name Typed name 5 Readers last name preceded by Dear and followed by semi colon First name can also be used Introductory paragraph Discussion paragraph Conclusion paragraph Followed by comma Legible

6 Kinds of Letters – Inquiry – Cover (transmittal) – Good news – Bad news – Complaint – Adjustment – Sales 6

7 Kinds of Letters Letters of Inquiry 7 Clarify your intent in the introduction Specify your needs in discussion Conclude precisely Degree requirements Equipment costs Performance records Or any other

8 Kinds of Letters Cover Letters 8 Information Key points Serves as a friendly gesture for readers

9 Kinds of Letters Good news Letters 9 Promoting an employee Job offer Approval

10 Kinds of Letters Bad news Letters 10 Rejection of a job applicant Reject customers request termination

11 Kinds of Letters Complaint Letters 11 Mostly has enclosures Invoice/ receipts etc.

12 Kinds of Letters Adjustment Letters 12 Response to the complaint letter 100 % yes 100 % no

13 Kinds of Letters Sales Letters 13 Introducing a new product

14 Exercise-1 Write a sales letter. To do so, imagine what product or service you could provide to a potential client. Select one from your area of expertise or academic major. Write a letter using techniques discussed in the presentation. 14

15 15

16 COVER LETTER Never send a resume without a cover letter!

17 Purpose of a Cover Letter Used when responding to specific, advertised openings or expressing interest in organization Explains why you are sending the resume, how you learned about company or position Convinces reader to look at your resume Calls attention to important attributes of your background Shows your personality, attitude, enthusiasm and communication skills

18 Dos & Donts of Cover Letters Dont repeat information found in resume Do Sum-up important qualities, areas of expertise, and motivation about field or position of interest Do include information about availability Do explain shortcomings or gaps in work experience in history Do try to keep the cover letter to one page; however, two pages are acceptable, especially when reflective of extensive work experience

19 General Structure of the Cover Letter 1.Opening paragraph: State why you are writing how you learned of the organization or position, and basic information about yourself

20 2. Main Body paragraph Tell why you are interested in employer or type of work. Demonstrate that you know enough about the employer or position and relate your background to the employer or position. Mention specific qualifications that make you a good fit for the employers needs. Refer to the fact that your resume is enclosed. General Structure of the Cover Letter

21 3. Closing paragraph: Indicate you would like opportunity to interview for a position or to talk with employer to learn more about career opportunities. State how you will follow up on the letter – such as calling the company/employer Offer to provide employer with additional information – such as certificates, references, etc. General Structure of the Cover Letter

22 4. Thank the employer for his or her consideration of your letter/attached resume (could be a brief 4th paragraph).

23 Formatting Concerns Be sure you use standard, acceptable margins for page layout (MS Word default) Use business letter style (first sentences are not indented) Block style is acceptable, with text flush with left margin

24 Types of Cover Letters 1.The application letter which responds to a known job opening 2.The prospecting letter which inquires about possible positions 3.The networking letter which requests information and assistance in your job search

25 Recap Letter Formats – Block Format – Simplified Format – Modified Block Format Kinds of Letters – Inquiry – Cover (transmittal) – Good news – Bad news – Complaint – Adjustment – Sales Cover Letter 25

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