Presentation on theme: "Chapter 9 Routine Letters and Goodwill Messages"— Presentation transcript:
1 Chapter 9 Routine Letters and Goodwill Messages Includes material from Guffey text Ch 9
2 When to Write Business Letters… Correspond with outsidersMaintain permanent recordUse formality to reflect audience or topic importanceDeliver sensitive message requiring organized, well-considered presentation
3 To express thanks, recognition, or sympathy Be selfless. Discuss the receiver, not the sender.Be specific. Cite specifics rather than generalities.Be sincere. Show your honest feelings with unpretentious language.
4 In expressing thanks, recognition, or 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.
5 The Direct Pattern Frontload in the opening. Explain in the body. Be specific and courteous in the closing.
6 Frontloading the Opening Thank the addresseeBe specific about what you are thanking them for (meeting, time, etc)
7 Explaining in the Body Include specific benefits you received Include how you will use the information providedInclude meaningful expression of what the action meant to youUse type-specific language7 - 4
8 Courteous Closing For goodwill messages: Repeat appreciation Provide a courteous concluding thoughtRefer to the next time you will see the personGive best wishes for weekend, holiday, etc.Give best wishes for continued business success
9 Courteous Close For requests: Specifically indicate action you need Provide a deadline (if appropriate) and a reasontypically external and out of your controlcreates sympathy/empathy in the readerincreases the likelihood of a timely response
10 Formatting Business Letters Side margins 1 to 1½ inchesDate 2” from top or 1 blank line below the letterheadLeave 2 to 7 blank lines between date and inside addressJustify left margin only, leave right ragged
11 Formatting Business Letters Decide on letter stylefull block (all lines starting at the left margin)modified block (date and closing lines centered)Single-space within paragraphs and double-space betweenAllow 3 blank lines between end of letter and signature line
12 Formatting Business Letters WEB:5090 Katella Avenue PHONE: (310)Anaheim, CA FAX: (310)May 18, 2006Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627Dear Ms. Williams:SUBJECT: FORMATTING BUSINESS LETTERSCypress Associates, Inc.LetterheadDatelineInsideAddress2 inches from top of page2 to 7 blank lines1 blank lineSalutationSubjectLine
13 Formatting Business Letters 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
14 Formatting Business Letters 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 MontoyaSM:mefComplimentaryClosingPrintedNameReferenceInitials3 blank lines1 blank line
15 Writing in Another’s Voice MBTI voice wordsPractice: Write a description of BA324HDiscussionS vs. NF vs. T