Chapter 9Routine Letters and Goodwill Messages.ppt

Chapter 9Routine Letters and Goodwill Messages Mary Ellen Guffey, Business Communication: Process and Product, 5e Copyright ? 2006 Write Business Letters… When corresponding with an outsider When a permanent record is necessary When formality is important When a message is sensitive and requires an organized, well-considered presentation Writing Process: Phase 1 Determine your purpose. Visualize the audience. Anticipate the reaction to your message. Writing Process: Phase 2 Collect information. Organize into a list or an outline. Compose the first draft. Writing Process: Phase 3 Revise for clarity and conciseness. Proofread for correctness and format. Evaluate by putting yourself in the reader’s shoes. The Direct Pattern Frontload in the opening. Explain in the body. Be specific and courteous in the closing. Frontloading in the Opening Begin with the main idea. Tell immediately why you are writing. Explaining in the Body Present details that explain the request or response. Group similar ideas together. Consider using graphic highlighting techniques. Being Specific and Courteous in the Closing For requests, specifically indicate the action you want taken and provide an end date (deadline), if appropriate. For other direct letters, provide a courteous concluding thought. Formatting Business Letters Set side margins for 1 to 1? inches. Place the date 2 inches from the top or 1 blank line below the letterhead. Leave 2 to 7 blank lines between the date and inside address. Single-space within paragraphs and double-space between. Don’t justify right margin. Formatting Business Letters Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style. Allow 3 blank lines between the complimentary close and the writer’s name. Formatting Business Letters Formatting Business Letters Formatting Business Letters Requesting Information and Action Opening Ask a question or issue a polite