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Chapter 4 Business Letters and Inquiry

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Diana Schirmer

on 27 September 2018

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Transcript of Chapter 4 Business Letters and Inquiry

If additional documents are included, indicate so two spaces below the signature block
Enclosure: Wholesale Pricing Packet
Enclosures (5)
Enc. (or Encs.)

If letter is being CC’s to someone else (just for records)
cc: Annie Getz
cc: Glenn Widget, Ida Mae Knott



Remember These Rules!

Achieving the You Attitude

Don’t Use “Sir/Madame” as a salutation—be more personal
Or “To Whom it May Concern"
Colons are for strangers, commas are for friends
No “flowery” closes (“May the odds be ever in your favor”)
Don’t forget to sign the letter
Don’t use a stamp for your signature



Letter Don’ts

Leave 4 spaces for your signature after complimentary close and your title
What is the purpose of this business letter?
Why would email be inappropriate?
What does the author do well in paragraph 1?
Paragraphs 2-3?
Final paragraph?
Anything that could be better?


Figure 4.4 on page 107

Appearance
Convey information
Conclude transaction
Create a demand
Expansion of business
Establishment of relationship
To inquire
Place an order
Solve or Respond to a problem

Can be boiled down to:
To make people understand you
To get them to take some action
Writing Letters

Letters

Chapter 4: Writing Formal Letters

Let’s try!
The “You Attitude”

All info flush left

One blank line between elements

Preferred for letterhead stationary

Formats: Full Block

Same alignment as Modified Block

Only difference: INDENTS!

On body only

Semi-Block Format

Ten tabs to the right
Your address
Date
complimentary close
Signature

Three lines below the letterhead, if present
At the very top if not

Formats: Modified Block

Why letters?
Formal way to communicate
Create goodwill with customers and companies
Official legal, signed record
Binding contracts
Introduce attached contracts, proposals, reports, etc.
More acceptable to international audiences
More confidentiality
Business Letters:
To request, inform, or sell

Inquiry Letters
Special Request Letters
Cover Letters
Sales Letters

Customer Letters:
We’ll cover customer relations letters later

The following goes for all letters

Come in positive, neutral or negative forms, depending on purpose
If address is in the letterhead, no need for address block

Times New Roman, Calibri, Arial, Helvetica, or Palamino font
10-12 point
1 – 1 ¼ inch margins (no more or less)
Short letters can be centered on the page instead of changing font size or margins
Don’t be afraid of using more than 1 page
one blank line between all letter parts
Single space everywhere
Leave 4 spaces above your typed name, for signature
Letters Do’s

Use full dates in date lines
Know your audience (Europe does 13 September 2012, we do September 13, 2012)
Use “Dear” for your salutation
Write to a specific person (not just HR Dept or Sales Manager)
Use courtesy title (Mr., Mrs., Dr.)
Ms. for unknown female marital status
Unsure of gender? Use full name (Dear Leslie Banks)
Stress the “you” of your receiver

Me attitude:
I have requested that your order be sent out today.
You attitude:
You will receive your order by Wednesday.

Me attitude:
Our new policy will improve employee productivity by 10 percent.
You attitude:
Employees will be 10 percent more productive with the new policy.

Or: With this new policy, you will be able to increase your productivity by 10 percent.
When writing to a person, highlight them (“you”) rather than the “I” or “we” focus not on what you will gain but on what the reader receives, wants, or can do

Refer to the reader’s request specifically.
Not "your order" but the "desk chair you ordered.“
Achieving the You Attitude
Purposes of Business Letters

Properly format any formal letter to keep in contact with other business and customers
Maintain the ‘you’ attitude when writing letters
A Better Modified Block Example

Look at the letters in chapter 4...commonalities?
Review: Parts of a letter--go!
Do we have time left? Request Letters!
Breakroom memo?
email, memo review
See template handout
Full transcript