Administrative Policy Writing Spring 2012 Business Letters Administrative Policy Writing Spring 2012

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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!

Administrative Policy Writing Spring 2012 Parts of a Business Letter Sender’s address Date Inside address Subject line Salutation Body Closing Signature block Final notations

Administrative Policy Writing Spring 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?

Administrative Policy Writing Spring 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?

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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)

Administrative Policy Writing Spring 2012

Administrative Policy Writing Spring 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.

The subject of this letter is a pending lawsuit

Administrative Policy Writing Spring 2012 The subject of this letter is a request for an opinion.

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

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.”

Administrative Policy Writing Spring 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.”

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 2012

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

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

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

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 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.

Administrative Policy Writing Spring 2012 End We’re done! Any questions?