Presentation on theme: "Professional Communication Letter Writing"— Presentation transcript:
1 Professional Communication Letter Writing Lecture 19Professional Communication Letter Writing
2 Basic Letter Formats Block Format All elements on left-hand margin Typed quicklySimplified FormatConventionalIncludes subject lineResembles Block FormatModified Block FormatTwo exceptions onlyDate and closing on right hand side
3 Letter Components Writers Address Date Inside Address Salutation Letter bodyComplimentary closeSigned nameTyped name
4 Letter Components Writers Address Date Inside Address Subject The company nameThe street, addressThe city, state, zip.Month day, year.Reader’s nameYour readers title (optional)Company nameCompany street, addressThe company city, state and zip code.In one line only.
5 Letter Components Salutation Letter body Complimentary close Signed nameTyped nameReader’s last name preceded by Dear and followed by semi colonFirst name can also be usedIntroductory paragraphDiscussion paragraphConclusion paragraphFollowed by commaLegible
6 Kinds of Letters Inquiry Cover (transmittal) Good news Bad news ComplaintAdjustmentSales
7 Kinds of Letters Letters of Inquiry Clarify your intent in the introductionSpecify your needs in discussionConclude preciselyDegree requirementsEquipment costsPerformance recordsOr any other
8 Kinds of Letters Cover Letters Information Key points Serves as a friendly gesture for readers
9 Kinds of Letters Good news Letters Promoting an employee Job offer Approval
10 Kinds of Letters Bad news Letters Rejection of a job applicant Reject customers requesttermination
11 Kinds of Letters Complaint Letters Mostly has enclosures Invoice/ receipts etc.
12 Kinds of Letters Adjustment Letters Response to the complaint letter 100 % yes100 % no
13 Kinds of LettersSales LettersIntroducing a new product
14 Exercise-1Write 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.
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 Do’s & Don’ts of Cover Letters • Don’t 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 Opening paragraph:State why you are writinghow you learned of the organization or position, andbasic information about yourself
20 General Structure of the Cover Letter 2. Main Body paragraphTell 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 employer’s needs. Refer to the fact that your resume is enclosed.
21 General Structure of the Cover Letter 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 lettersuch as calling the company/employerOffer to provide employer with additional informationsuch as certificates, references, etc.
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 LettersThe application letter which responds to a known job openingThe prospecting letter which inquires about possible positionsThe networking letter which requests information and assistance in your job search
25 Recap Letter Formats Kinds of Letters Cover Letter Block Format Simplified FormatModified Block FormatKinds of LettersInquiryCover (transmittal)Good newsBad newsComplaintAdjustmentSalesCover Letter