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ENGL 2311: Workplace Letters

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Transcript of ENGL 2311: Workplace Letters

Rhetorical Situation

1. Subject
2. Purpose
3. Audience
4. Context of Use
Incorporate a personal style
Avoid bureaucratic phrasing
Employ the "you" perspective
Know and analyze rhetorical situation
Workplace Letters
Common Types of Letters
1. Claim Letter
2. Adjustment Letter (Positive and Negative)
3. Application Letter

Tone Writer's Attitude
Similarities and Differences
Letters of Application and Adjustment
Rhetorical Situation of an Adjustment Letter:
Subject: The claim in question
Purpose: Respond to a client or customer's claim letter
Reader: The writer of the claim letter
Context of use: Reader's interpretation of this letter will influence the attitude towards the company and future dealings
Adjustment Letter
Adjustment Letter (Bad News)
Explain clearly and reasonably why the request is being refused
Don't create unreasonable expectations
Use passive voice to avoid placing blame on customer
End with a polite conclusion
Adjustment Letter (Good News)
Be reasonable and courteous
Make sure to cover all of the details
Clearly state how the problem will be corrected
Avoid making promises that the problem will never recur
End on positive note

Be confident, courteous, and sincere.
Complements your résumé
Application Letter
Purpose: Explain how your credentials fit the particular position (typically in response to a job ad).
Also known as a cover letter
Application Letter
Lesson Objectives:

Learn about the role of correspondence in the workplace
Review common types of letters
Examine the letter of adjustment and the letter of application
Observe general guidelines for all business letter writing

Rhetorical Situation of an Application Letter:

Subject: Provides a clearer and fuller picture of you as a person

Purpose: Respond to a particular job ad

Reader: The hiring supervisor and committee

Context of use: The hiring committee will use this letter to determine your eligibility as a job candidate and your fit for the position.

Use active voice
Use a theme to show a special quality about yourself
Structure is important
Application Letter
Use an appropriate tone
Works Cited

While both adjustment and application letters are classified as workplace letters and share general similarities, these two types of letters differ from one another in regards to the rhetorical situation (subject, purpose, audience, and context of use).
Johnson-Sheehan, Richard.
Technical Communication Today
. 3rd ed. New York: Longman, 2010.

Markel, Mike.
Technical Communication
. 8th ed. Boston: Bedford/St. Martin's, 2007. Print.

"The Slutty Pumpkin."
How I Met Your Mother: The Complete First Season
. Writ. Carter Bays and Craig Thomas. Dir. Pamela Fryman. 20th Century Fox, 2005. DVD.
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