1. Professional Communication Letter Writing
Lecture 19
Professional Communication Letter Writing

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

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

4. Letter Components Writers Address Date Inside Address Subject
The company name
The street, address
The city, state, zip.
Month day, year.
Reader’s 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
Reader’s 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

7. Kinds of Letters Letters of Inquiry
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 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 request
termination

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

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

13. Kinds of Letters
Sales Letters
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.

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 writing
how you learned of the organization or position, and
basic information about yourself

20. General Structure of the Cover Letter
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 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 letter
such as calling the company/employer
Offer to provide employer with additional information
such 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 Letters
The application letter which responds to a known job opening
The prospecting letter which inquires about possible positions
The networking letter which requests information and assistance in your job search

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