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Routine Letters

George Brown COMM 1047

Shannon Winterstein

on 14 January 2014

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Transcript of Routine Letters

Routine Letters
Important Characteristics of Business Letters to Keep in Mind:
Direct Approach
-ask information
-provide information (positive and negative)
-apply for a job
-order supplies
-thank people
-extend invitations
1. Clear
2. Complete
3. Concise
4. Consistent
5. Correct
6. Courteous
Most business letters have four parts: address, opening, body, and closing
1. Address:
- Letterhead or Sender's Address

- Date

- Recipient's Address

- Salutation
Best Restaurant Ever
123 Awesome Street
Toronto, ON A1A 2B2

January 1, 2013

Mr. David Singh
123 Not Awesome Street
Toronto, ON B2B 1A1

Dear Mr. Singh:
2. Opening:
- Subject Line
- First sentence or two of the letter.
Please provide information and recommendations regarding security equipment to prevent the theft of office computers keyboards, monitors, faxes, and printers.
3. Body:
- provide any necessary details needed to clarify the opening
- The main goal is to get your point across without the reader having more questions
- maintain a friendly, conversational, and positive tone
4. Closing
- if you require an action, you should close with your specific request

- if your letter provides information, you should close with a summary or polite forwarding thought

-try and avoid mechanical closes, such as, 'If you need anything, don't hesitate to call.'

Shannon Winterstein
Sous Chef

Enclosure 2

c. Mr. Jones
Regional Manager, Best Restaurant Ever
Negative Message
It is important when writing a refusal letter to minimize the damage to the relationship
1. use a neutral opening
2. explain the reasons
3. be clear
4. provide a polite or helpful comment or suggestion
5. use a polite or goodwill closing
Try to be:
- Complimentary Close
- Signature block
- Enclosure Notation
- Copy Notation
Full transcript