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Letters with Power How to Write Business Letters Technical Writing Lesson 3

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“To fail to plan is to plan to fail.”

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Page 1: How to Write Business Letters Technical Writing Lesson 3

Letters withPower

How to Write Business Letters

Technical Writing Lesson 3

Page 2: How to Write Business Letters Technical Writing Lesson 3

“To fail to plan is to plan to fail.”

Page 3: How to Write Business Letters Technical Writing Lesson 3

Organization

Most of your letters should consist of 3

paragraphs.

Page 4: How to Write Business Letters Technical Writing Lesson 3

Paragraph 1: Sets the scene; what you are writing about, and why

Paragraph 2: Provides the details, background, explanation

Paragraph 3: Says what you expect to happen next, when and how - requests feedback

Page 5: How to Write Business Letters Technical Writing Lesson 3

The “One Page Rule”

Always try to say what you have to say on a single sheet.

Page 6: How to Write Business Letters Technical Writing Lesson 3

Hints for The “One Page Rule”Avoid clichés.Cut out redundancy.Follow the 3-step pattern of letter organization.

Use bulleted lists to present information clearly and concisely.

Page 7: How to Write Business Letters Technical Writing Lesson 3

Paragraphs Sentences &

Clauses

Page 8: How to Write Business Letters Technical Writing Lesson 3

What is a paragraph?A paragraph is a group of one or more sentences dealing with a single topic.

Page 9: How to Write Business Letters Technical Writing Lesson 3

A group of one or more clauses dealing with a single subject.

Begins with a capital letter and ends with a period.

What is a Sentence?

Page 10: How to Write Business Letters Technical Writing Lesson 3

A group of related words that includes:–An action –The person or thing responsible for the action

What is a Clause?

Page 11: How to Write Business Letters Technical Writing Lesson 3

Hints on Paragraphs One sentence paragraphs are

acceptable style as long as you include all the essential information.

Short is good. State the topic in the first

sentence of each paragraph to let the reader know what to expect.

Page 12: How to Write Business Letters Technical Writing Lesson 3

Hints on Sentences Keep sentences short--

maximum three clauses. A two-clause sentence averages 12 words.

8-12 word sentence is ideal Beware of over-punctuating: Fewer clauses = fewer

commas Make sure every sentence has

a verb

Page 13: How to Write Business Letters Technical Writing Lesson 3

Types of LettersLetter of requestLetter of thanksLetter of applicationLetter of complaintLetter of acceptance/refusal

Letter of resignation

Page 14: How to Write Business Letters Technical Writing Lesson 3

Letter of RequestParagraph 1: Provides the background for what the writer is trying to do.

Paragraph2: Expresses what writer is requesting.

Paragraph 3: Presents the call to action -- what to do and when

Page 15: How to Write Business Letters Technical Writing Lesson 3

Letter of ThanksParagraph 1: Expresses thanks for kind/gracious help.

Paragraph 2: Provides information as to what resulted from the service

Paragraph 3: Expresses appreciation again.

Page 16: How to Write Business Letters Technical Writing Lesson 3

Letter of ApplicationParagraph 1: Explains why you’re writing – for what position, etc.

Paragraph 2: Provides information about your qualifications

Paragraph 3: Requests feedback or an interview

Page 17: How to Write Business Letters Technical Writing Lesson 3

Resignation Letters

Quitting with Class

or

Page 18: How to Write Business Letters Technical Writing Lesson 3

Resignation Letters

Discuss your resignation with your supervisor first

Follow up with the letter

You must remember to:

Page 19: How to Write Business Letters Technical Writing Lesson 3

Be friendly in tone and tactful, regardless of your reason for leaving

Try to use the “good news,bad news, good news plan” if at all possible

The Letter Should:

Page 20: How to Write Business Letters Technical Writing Lesson 3

Letter of Resignation Paragraph 1: (Good news)

Thanks for the opportunity to work there and for what you’ve learned. Use specifics.

Paragraph 2: (Bad news) State intent to resign and reasons why you’re leaving

Paragraph 3: (Good news) Thanks again for what you take with you

Page 21: How to Write Business Letters Technical Writing Lesson 3

Letters with Power!

How to Write Business Letters

Technical Writing Lesson 3


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