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Business Letters

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Enclosure Notation flush left. Optional Notations text pages 82-83 ... smart, up-to-the-minute wardrobe. Refusal Letter-middle paragraph(s) ... – PowerPoint PPT presentation

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Title: Business Letters


1
Business Letters
2
Business Letters
  • Formats
  • Full Block

3
Full Block --------Business
4
Full Block --------Personal
5
Business Letters
  • Format
  • Full Block
  • Modified Block

6
Modified Block --------Business
7
Modified Block --------Personal
8
Business Letters
  • Formats
  • Full Block
  • Modified Block
  • Simplified

9
Simplified
10
Additional Letter Sections
  • Second-page heading
  • Mr. Howard Jones
  • September 21, 2005
  • Page 2
  • Enclosure Notation flush left
  • Optional Notations text pages 82-83
  • Attention or Subject Line, Copy Acknowledgement,
    Reference Initials

11
Business Letters
  • As you begin, ask yourself
  • 1. What is my purpose?
  • Who am I writing to?
  • Other professionals, coworkers, professors,
    classmates, etc.

12
Audience Analysis
  • As a professional in a field, develop a sense of
    what other professionals expect.
  • What do they already know?
  • What do I need to tell them?

13
Business Letters
  • Two Organizational Patterns
  • 1. Deductive
  • Good news/neutral
  • 2. Inductive
  • Bad news/persuasive

14
Good News /Neutral Deductive
  • Opening
  • Congratulations! Your loan for 125,000 has been
    approved. This money should provide the
    necessary capital to open your hardware store.
  • Stress Benefits

15
Good News /Neutral Deductive
  • Closing
  • Poor
  • Dont forget to come to Valley and sign the
    loan papers. We cannot release the money until
    the paperwork is completed and signed. Thanks
    for doing business with us. If there is anything
    else I can do, please call.

16
Good News /Neutral Deductive
  • Closing
  • Good
  • You may stop in at your convenience and
  • complete the necessary paperwork for your
  • loan. Your business is certainly
  • appreciated, Mr. Herrera our staff is
  • available to help meet your financial needs.

17
Neutral Inquiry Deductive
  • Come right to the point what do you want? A
    goodwill statement might save the letter from
    sounding demanding.
  • Use an itemized list to help clarify the
    information you need. Keep items parallel.
  • 3. As you close, give a response date and a
    reason.

18
Persuasive - Inductive
  • Attention Have you ever played golf on a hot,
    humid day and realized that the only place to get
    a drink was still six holes ahead?
  • Interest
  • Desire
  • Action - Just complete and mail the postage-paid
    order card indicating how many bottles you would
    like at 4 each. Your order will be shipped to
    you the day we receive it.

19
Refusal Letter-Inductive
  • Main goal - maintain a positive relationship with
    the reader even though youre refusing the
    request.

20
Refusal Letter-1st paragraph
  • Begin with a buffer that is a couple of sentences
    long. The buffer should introduce the subject
    and say neither yes nor no.
  • Thank you for requesting a charge account at
    Taltons.
  • Your request for a charge account at Taltons
    tells us
  • something important You enjoy the rewards of
    owning a
  • smart, up-to-the-minute wardrobe.

21
Refusal Letter-middle paragraph(s)
  • Provide a factual explanation for the refusal.
  • State refusal in positive terms. Tell what you
    can do, not what you cant. Bury the refusal but
    state it clearly. Avoid negative words, such as
    regretfully and unfortunately.
  • Offer an alternative proposal. Focus on what you
    CAN do for the reader.

22
Refusal Letter-closing paragraph
  • Offer a goodwill statement.
  • Dont repeat the refusal close in a friendly,
    positive manner.
  • Include Resale, which stresses the alternative
    proposal again.

23
Good News Letter
  • Congratulations! Kevin has been accepted in
  • our current student enrollment. The policy you
  • applied for is enclosed and is now in force. I
  • would like to commend you for the concern you
  • have shown for Kevins future.
  • (last paragraph) We welcome this opportunity to
  • serve you. If you have any questions, simply
    call toll-
  • free to 1-800-222-2062. We will be happy to help
  • you in any way we can.

24
Bad News Letter
  • Dear Applicant
  • Thank you for submitting an application to
    National
  • Benefit Life Insurance Company for your child
    Scott.
  • Based on responses to the medical questions in
    the
  • application, we must decline this policy.
    However,
  • this does not mean that your child would not be
  • eligible for other insurance which is evaluated
    with
  • complete medical underwriting.

25
Bad News Letter
  • Enclosed is your refund check to cover your
    initial
  • deposit. We thank you for your inquiry.

26
Bad News Letter
  • Dear Lane Anderson
  • Thank you for applying to our company for your
  • insurance needs.
  • We would like to insure everyone under a life
    policy,
  • but we are not always able to do so. Our
    decision to
  • not provide you with the coverage requested was
    based
  • entirely on the yes answer(s) you provided on
    the
  • application regarding your health history.

27
Bad News Letter
  • Attached to this letter is your initial premium
    and
  • application.

28
Bad News Letter
  • Buffer
  • Reason before Refusal
  • Refusal in positive terms
  • Courteous ending off subject of bad news

29
Bad News Letter New Subject
  • Dear Mr. Anderson
  • After carefully reviewing your file, we feel that
    with
  • some additional academic preparation, you will be
  • ready to enroll for Fall Semester.
  • The College Skills Seminar (CSS) has been
    developed
  • for students like you who need further
    preparation
  • before attempting college level work.

30
Bad News Letter New Subject
  • A CSS brochure has been mailed to you. Admission
    to
  • CSS is limited, and those who respond to this
    offer will
  • be admitted on a first-come, first-served basis.
    If you
  • are interested in this offer, please call the CSS
    Office at
  • (208) 356-1158.
  • If you have any questions, please feel free to
    contact us
  • by e-mail or by telephone at (208) 356-1036.

31
  • Presentation developed by Scott Anderson
  • Examples adapted from Business and Management
    Communication by Sorenson, DeBord, and Ramirez
    Excellence in Business Communication by Thill and
    Bovee Business Communication by Harcourt,
    Krizan, and Merrier.
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