Formal Letter Writing: A Comprehensive Guide, Lecture notes of Decision Making

Download Formal Letter Writing: A Comprehensive Guide and more Lecture notes Decision Making in PDF only on Docsity! Writing a Formal Letter Formal letter writing is undoubtedly one of the most challenging types of letter format. When putting it together, often you are addressing a person or organization with whom you are not familiar and the quality of your content, including spelling and grammar will be strongly scrutinized. Sender's Address: The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code. Date: The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. Inside Address: The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. Mr. - for a male Mrs. - for a married female Miss - for an unmarried female Ms. - for a female whose status is unknown or would prefer to remain anonymous Dr. - for a person with the status of a doctor If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the sender's address or one inch below the date. It should be left justified, no matter which format you are using. Salutation “Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation. If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender. Body: For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. Closing: The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing. Enclosures: If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names. A Note about Format and Font Block Format: When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Font :Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts. Punctuation: Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing. Types of Formal Letters  Write a Request Letter  Writing a Letter of Interest (job)  Writing a Complaint Letter  Writing an Apology Letter  Writing a Letter of Appeal  Writing an Invitation Letter  Writing a Resignation Letter  Requesting a Letter of Recommendation  Interview Thank You Letters  Write a Farewell Letter  Writing a Reference Letter Example (Interest) 421 Liberty St. Kenyon, MN 55021 June 7, 2007 Ms. Jen Carlson Human Resources DTI 111 Riverfront Ste 325 PO Box - Box 157 Wabasha, MN 55946 Dear Ms. Carlson: Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my close friend, Paula Chavez who is an employee at DTI suggested that my special talents might benefit your customer service department. Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an ethical and respectable manner. Also, I have a diligence in paying close attention to detail; as a representative of your company I would bring focus not only to the value of your services but also to quality of customer service. Furthermore, I am a hard, smart- working, self-starter who works well in a team environment. I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail, ljones@nowhere.com. Thank you for your time in considering my qualifications. Sincerely, Signature Linda Jones Formal Letter Writing Workshop #3—Complaint Letter When writing a complaint letter, you want to keep it short and to the point to help ensure that your letter will be read in its entirety. If you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages. The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.  In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.  The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.  The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.  You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.  Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter. Example (Complaint) 65 Market Street Val Haven, CT 95135 June 30, 2014 Customer Service Cool Guy Sports, LLC 8423 Green Terrace Road Guyville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over them and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555. Sincerely, Signature Kenny “Soccer Man” Thomas Formal Letter Writing Workshop #5—Appeal Letter In cases where unfair treatment has occurred, a letter of appeal can help to rectify the situation. An appeal letter allows you to state your side of the story using facts to support your cause to convince the reader(s) to reconsider your case. Appeal Letter Writing 1. The first paragraph should introduce yourself and explain why you are writing the letter. Although it may be difficult, be sure to keep your tone and emotions in check to show that you can present an objective viewpoint. Keep the first paragraph as concise and clear as possible so that the reader can immediately understand its urgency. 2. The next paragraph(s) should narrate the account of what happened, and why your appeal should be granted. Include all the necessary facts in order to legitimize your case. You can start by referring to your handbook or guidelines as member of that particular group or institution. Also, provide specific times and date when particular events occurred. To make your letter more reader-friendly, use bullet-points every time you need to enumerate. After doing this, refer to testimonials from people related to your work, transcript of records, and medical certificate, if necessary. 3. The last part should summarize everything you have stated above. Repeat the necessary points that need to be elucidated. Also include the contact details and where you can be reached. Close out the letter by thanking the reader for their time Example (Appeal) 4682 Farrow Parkway Chicago, IL 60621 June 20, 2012 Ward Cleaver Dean, Academic Division Chicago College University 1323 E. 84th St., 5th floor Chicago, IL 60621 Dear Mr. Cleaver: I am a senior Philosophy major who took PH401 Advanced Metaphysics class under Prof. Lebowski, and I am writing to you to appeal a retake for the final comprehensive oral exam that was given on June 18, 2012. I feel that Mr. Lebowski did not give my situation the proper respect and understanding that it truly deserved. On June 8, 2007 at 10:37 A.M., I was struck by a sedan going 65 mph on my way to the university. I survived the accident but fractured the bones in my legs and hips. I have enclosed the medical documents detailing my stay at St. Francis Hospital along with this letter. Because of this setback, I had to reschedule all my exams for the following week (June 18-22, 2012) to the week after that (June 25-29) to allow for me to recover. I had my classmate Larry Mondello send the necessary letters to all of my professors requesting to postpone the date of my final exams by a week. All of them agreed except for Prof. Lebowski, who did not send any reply at all. The doctors said that it would take me at least two weeks to properly recover, and even if I did prepare for my exams for Prof. Lebowski, I would not be able to produce the expected output considering my debilitated condition. I feel that the situation is not warranted because I never got a grade lower than a B or (80-85) on his exams. Therefore, the risk of me failing the course and being prevented from graduating because of not being able to take his final exams due to an unavoidable circumstance is unacceptable. The handbook states in Article III, Section II that “Students who have medical emergencies prior to a particular exam will be given the option to reschedule that exam.” The medical situation which prevented me from taking the final at the scheduled time was beyond my control. I would ask you to grant me another opportunity to take the final exam. I look forward to meeting with you to discuss this matter. Feel free to call me with any questions at 555-555-5555. I appreciate the time that you have taken to read my appeal. Sincerely, Signature Walter Sobchack Enclosure Formal Letter Writing Workshop #6—Requesting a Letter of Recommendation (Personal)—via email 1. Getting a good recommendation letter can significantly help you in the application process so it's important to ask someone who you are in good terms with for a letter. It is also important to ask someone that knows you well for a recommendation and that you ask them for it in person. If you are seeking a letter for college or graduate schools, it is recommended that you request letters from your teachers/professors. If you are seeking a letter for a job, business or professional school then it would be ideal if you got one from your current company. If you have not been at your current company long or if you are not currently employed then asking a previous employer is recommended. If that is not possible seek recommendations from respected professionals that you may know, such as doctors, lawyers, politicians, ministers and so on. 2. Ask for the letters early on, don't wait until the day before the letter is supposed to be sent in to request the letters of recommendation. Instead ask ahead of time. If you are going to apply to school ask your professor at least a month ahead of time. If you are seeking a professional letter, ask for a letter of recommendation whenever you leave a job. 3. Assist the writer with as much material as necessary, providing the writer with your resume and a list of achievements will make it easier on the writer. You may also want to give him/her any information that will help with the letter including your plans for the future, your strengths, experiences and other qualities you want to be presented in the letter. Be honest about the information you give, if you embellish it'll catch up with you later. 4. You should provide the writer with a stamped and addressed envelope. Also if there is a guideline that needs to be followed or any other material that needs to be filled out, you should provide that to him/her. 5. After the letter is sent out, you should send a thank you note to the writer. You can also thank them in person or over the phone as well. Example (Requesting a Letter of Recommendation—email) Subject: Recommendation Request – Jesus Quintana Dear Mr. Treehorn, As part of the prerequisites for acceptance to university, I have been asked to provide a letter of recommendation. Would you be so kind as to write such a letter, with particular comments regarding my association in the honors program? The deadline for submitting the letter is March 12th. However, if you are unable to provide a letter, please let me know by March 2nd. I would be happy to answer any questions and provide further information which will help you to write your recommendation. Thank you for all you have done for me and for taking the time to review this request. Regards, Jesus Quintana