C HAPTER 6 Routine Letters Ch. 6-1

W RITING P LAN FOR I NFORMATION R EQUEST Opening:Ask the most important question first or express a polite command. Body:Explain the request logically and courteously. Ask other questions if necessary. Closing:Request a specific action with an end date, if appropriate, and show appreciation. Ch. 6-2

I MPROVING O PENERS FOR R OUTINE R EQUEST L ETTERS Weak: I’ve been given the task of locating a convention site for my company’s meeting. I’ve checked a number of places, and your hotel looks possible. Improved: Will you please answer the following questions regarding possible accommodations at the Fairmont for a conference in May. Ch. 6-3

I MPROVING O PENERS FOR R OUTINE R EQUEST L ETTERS Weak: While reading MacLean's magazine, I noticed an offer of a free video describing your organization. Improved: Please send me your free video describing your organization. Ch. 6-4

I MPROVING O PENERS FOR R OUTINE R EQUEST L ETTERS Weak: I am conducting a training class for students of photography at our Winnipeg training center, and I saw a picture that we would like to use in our program. Improved: What is the procedure for ordering a copy of a photograph to be used for training purposes? Ch. 6-5

I MPROVING C LOSINGS FOR R OUTINE R EQUEST L ETTERS Weak: Thanks for any information you provide. Improved: We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference. Ch. 6-6

I MPROVING C LOSINGS FOR R OUTINE R EQUEST L ETTERS Weak: Hoping to hear from you at your earliest convenience. Improved: Please send the video by August 15. Ch. 6-7

I MPROVING C LOSINGS FOR R OUTINE R EQUEST L ETTERS Weak: Thank you for your cooperation. Improved: Your answer to my inquiry will help me make my printer choice. Thanks! Ch. 6-8

P ARTS OF A B USINESS L ETTER Ch. 6-9 Letterhead Peerless Graphics 893 Dillingham Boulevard Stony Plain, AB T6K 5L9 line 12 or 2 lines below letterhead Dateline September 13, 200x 2 to 10 lines Inside Mr. T. M. Wilson Address Visual Concepts Enterprises 1256 Lumsden Avenue Nordegg, AB T0M 3T0 1 blank line Salutation Dear Mr. Wilson:

P ARTS OF A B USINESS L ETTER ( CONTINUED ) Ch blank line Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line Body This letter illustrates block letter style, about which you asked. All typed lines begin at the left margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower. In modified block style, the dateline and closing lines are started at the center instead of at the left margin.

P ARTS OF A B USINESS L ETTER ( CONTINUED ) Ch If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. Most readers will recognize a statement in this position as the subject without an identifying label. The complimentary close appears two lines below the end of the last paragraph. 1 blank line Complimentary Sincerely, Close 3 blank lines

P ARTS OF A B USINESS L ETTER ( CONTINUED ) Ch Signature Mark H. Wong Block Graphics Designer 1 blank line Reference MHW:pil Initials

W RITING P LAN FOR AN O RDER R EQUEST Opening:Authorize purchase of items. Suggest method of shipping. Body:List items vertically. Provide quantity, order number, description, and unit price. Closing:Request shipment by a specific date. Tell method of payment. Express appreciation. Ch. 6-13

W RITING P LAN FOR S IMPLE C LAIM Opening:Describe clearly the desired action. Body:Explain the nature of the claim. Tell why the claim is justified. Provide details regarding action requested. Closing:End pleasantly with a goodwill statement. Include end dating if appropriate. Ch. 6-14

W RITING P LAN FOR G RANTING A C LAIM Subject Line Identify previous correspondence (optional): Opening:Grant request or announce adjustment immediately Body:Provide details about how you are complying with the request. Try to regain the reader’s confidence. Include resale or sales promotion if appropriate. Closing:End positively with forward-looking thought or express confidence in future business dealings. Ch. 6-15