BUSINESS LETTERS English IVC BUSINESS LETTERS Written to
BUSINESS LETTERS English IVC
BUSINESS LETTERS ü Written to inform and persuade ü Two types of informative letters: good news letter and bad news letter ü Persuasive letters attempt to convince readers to buy a product or service or to donate to a cause ü Both types must be concise, accurate, professional, and well-written
PARTS OF A BUSINESS LETTER ü ü ü ü Heading Address Salutation Body Complimentary close Signature Identification line Enclosures or distribution
FORMAT § Informative and persuasive letters differ in purpose, but both share a similar format. § There are two basic business letter formats: full block and modified block. § Punctuation styles used in business letters should be consistent.
PUNCTUATION STYLES § Salutation is followed by a colon Closing is followed by a comma § Dear Mr. Javadpour: § Sincerely,
FORMATS BLOCK § Aligns return address, dateline, and closing with left margin § Paragraphs are NOT indented § Everything is flush with left margin (exception: letterhead) MODIFIED BLOCK § Return address, dateline, closing, and signature on right side of page § Return address, dateline, closing, and signature are keyed at beginning of horizontal center of page § Paragraphs are indented 5 spaces
GOOD NEWS LETTER § § Most important information comes first Least important information comes last Friendly tone Direct approach § State good news early § Provide necessary details § Close on a friendly note
BAD NEWS LETTER § Uses an organizational plan that “sandwiches” the bad news § Uses an indirect approach § § Open with a buffer Explain the reason for the negative news State the negative news Close in a friendly manner (constructive suggestion, look to future, offer something) § In a complaint letter, writer may ask for something in the closing
PERSUASIVE LETTER § Make your idea, product, or service look appealing § Use the following organizational plan: HOOK your reader’s attention § SELL your product, service, or idea. § CREATE a favorable impression -- facts, figures, statistics, testimonials, endorsements, offers, etc. are some techniques used to sell § MOTIVATE your reader to action
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