- Slides: 22
LECTURE 6 SOCIAL BUSINESS LETTERS
SOCIAL BUSINESS LETTERS Business Lexis • appreciation (n) – recognition of someone’s or something’s value; • awkwardness (n) – clumsiness, gracelessness; • bland (adj) – mild, lacking flavor; • condolence (n) – sympathy ; • engraved (adj) – printed with raised lettering;
SOCIAL BUSINESS LETTERS Business Lexis • etiquette (n) • hospitality (n) • sincerity (n) • uplifting (adj) • prescribed forms of behavior • generous treatment of guests • genuineness, honesty • cheering, rousing
SOCIAL BUSINESS LETTERS Letters of Congratulation Letters of congratulations must be: • SINCERE and ENTHUSIASTIC, whether written to a close friend or a distant business associate. They may be short, but they should contain PERSONAL remarks or references. There are three essential ingredients to a letter of congratulations.
SOCIAL BUSINESS LETTERS Letters of Congratulation It should: • begin with the expression of congratulations. • mention the reason for the congratulations with a personal or informal comment. • end with an expression of goodwill (such as praise or confidence — we should NEVER say “Good luck, ” which implies chance rather than achievement).
SOCIAL BUSINESS LETTERS Sample of a Letter of Congratulation
SOCIAL BUSINESS LETTERS Letters of Condolence The message should be SIMPLE, HONEST, and DIRECT, and it should express SORROW with DIGNITY and RESPECT. The message of condolence should begin by referring to the situation and the people involved. This should be a bland statement that avoids unpleasant reminders. The note may use the word death but should NOT
SOCIAL BUSINESS LETTERS Letters of Condolence describe the death. The rest of the note should be brief — an encouraging reference to the future (which should be uplifting but realistic), or, if appropriate, a gesture of goodwill (such as an offer of help). A letter of sympathy is also sent to someone who is ill or who has suffered an accident or other misfortune.
SOCIAL BUSINESS LETTERS Sample of a Letter of Condolence
SOCIAL BUSINESS LETTERS Letters of Appreciation A note of appreciation should always be sent after receiving gifts, favors, courtesies, hospitality, donations, and in response to a letter of congratulations. A thank-you note may be BRIEF, but it must be PROMPT, and it must, like all social business letters, sound SINCERE.
SOCIAL BUSINESS LETTERS Letters of Appreciation • • • A proper letter of appreciation contains three key elements; it: begins by saying "thank you. " makes a sincere personal comment. ends with a positive and genuine statement (NEVER say "Thank you again. ")
SOCIAL BUSINESS LETTERS Sample of a Letter of Appreciation
SOCIAL BUSINESS LETTERS Invitations • • A general invitation should be cordial and sincere; a formal invitation should be less personal, written in the third person. Both kinds of invitation, however, must have three purposes: Invite the reader to the gathering. Offer a reason for the gathering.
SOCIAL BUSINESS LETTERS Invitations • Give the date, time, and place of the gathering. A formal invitation should, in addition, include an R. S. V. R notation. This abbreviation stands for repondez s'il vous plaft; it asks the reader to please respond, that is, "Please let us know if you plan to attend. " Alternatively, the notation
SOCIAL BUSINESS LETTERS Invitations "Regrets Only" may be used, asking only those who can NOT attend to notify the host in advance.
SOCIAL BUSINESS LETTERS Sample of an Invitation
SOCIAL BUSINESS LETTERS Announcements In some ways, announcements are more similar to public relations messages than to social business letters. They may take the form of news releases, advertisements, or promotional letters. But formal announcements resemble invitations in both tone and format. Indeed, the combination formal announcement /invitation is NOT an uncommon form of correspondence.
SOCIAL BUSINESS LETTERS Announcements Business events such as openings, mergers, and promotions may be the subject of both formal and informal announcements.
SOCIAL BUSINESS LETTERS Sample of a Formal Announcement
SOCIAL BUSINESS LETTERS Sample of an Announcement/Invitation
SOCIAL BUSINESS LETTERS Sample of an Informal Announcement
SOCIAL BUSINESS LETTERS Summary The most important quality of a good social business letter is SINCERITY. The feelings expressed must convey honesty and genuineness. In addition, these letters are commonly SIMPLE and BRIEF, but they must be TIMELY! When an occasion calls for a social business letter, write it as soon as possible after the event.