karim virani term report on effective letter writing

Term Report on Effective Letter Writing

AN EFFORT BY: KARIM VIRANI

“Effective Letter Writing”

Report Written By Karim Virani

MEN 2201278

Report Submitted to Mr. Arif Ur Rehman

City Campus Karachi

TERMS OF REFERENCE

You are to collect 2 letters (Outgoing & Incoming) for each category of

writing, analyze and give reason which letter you consider the best and

which the worst with reasons. Also highlight the strength and

weakness of each letter.

Then write a letter to the suggesting organizational head of writing

procedure that will enable the staff to write effective letter also write a

note to your instructor saying how this report has benefited you

LETTER OF AUTHORIZATION

February 28th 2011

It is a matter of great satisfaction that all my efforts ended with this thorough report based on Effective Letter Writing. Here, I would like to state that firstly, it was a blessing of The Almighty Allah that I completed this report without any barriers and shortcomings in between. Secondly I like to thank the organization that allows me to get the access of their letters. Last but not the least, I would like to thank Sir. Arif ur Rehman whose guidance and teaching backed me all the way while preparing this report. His teachings are something, which I will always carry with me ahead and make the most use of it wherever possible.

Yours sincerely,

Karim Virani

Work Term Report by Srikanth Mannem August 1998 Page ii

Table of Contents

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Work Term Report by Srikanth Mannem August 1998 Page ii

Letter of Transmittal

February 28th, 2011

The Course lecturer Business Communication, Hamdard Institute of Management Sciences City Campus, Karachi.

Subject: Term Report

Dear Mr. Arif-ur-Rehman,

I feel immense pleasure in presenting to your good self, the term report as part of my course requirement. I found this report to be truly challenging in many aspects, indeed very interesting in relation to the various interpretational and engrossing exercises. Writing this report itself was truly comprehensive learning experience.

The report mainly revolves around the Organization’s Outgoing and incoming letters Like Good News Letter, Bad News letter, Neutral Letter and Persuasive Letter.

I have tried my level best to complete the report with respect to the desired requirements. However, if any explanation is required, I would be honored to oblige. Kindly accept this humble effort of bringing forward my research and findings on the subject matter.

Yours sincerely,

Karim Virani

Men - 2201278

Methodology

Many people might wonder the need for letter writing in a world dominated by emails. If you wish to streamline your communication, never ignore the power of a well constructed letter. An email cannot achieve the impact that a well written letter can generate. Whether it is business, sales, cover or personal letter, you can master it by learning some simple tips.

1. The content of a letter should be planned well. To streamline your communication, make a draft of your letter. This will help in communicating effectively. Make sure that all the points have been detailed and check your letter for readability. Rephrase those sentences that can be misunderstood. Check the spelling, especially, the name of the receiver. Another key aspect is the consistency in the spelling of names. To be on the safer side, it is always wise to prepare a draft of business, sales and cover letters.

2. Use of language. For business letters, always use formal language. Sales letters need to attract potential customers. So they can be informal with catchy headlines. But when the sales letter talks about guarantee, delivery and other core issues, use a formal tone. Cover letters should always be written in formal language. Maximum flexibility with language can be shown in a personal letter. Depending upon your relationship, you can choose a formal or informal language. To streamline your communication, you should learn the art of selecting the appropriate tone for your letter.

3. Your letter might be intended for several people. This does not mean that it should not have a personal touch. Always write a business or sales letter like writing to a single person. A personal touch in your sales letter or newsletter will make the reader feel more comfortable. The reader should never feel like reading a brochure. The letter should have the effect of a personal conversation.

4. One of the best methods to streamline your communication is to make effective use of all modern day writing techniques. Use headlines to indicate the subject matter. Make use of bullets to detail important points. Use simple language. If a scientific term is used explain it in parentheses. You can make use of italics, bolding and underling in the letter. You can also create a template for your letter.

5. Brevity. Today, people do not have time to spend on reading long letters. Make your point in least number of words. Never deviate from the core subject. Unnecessary deviations from the subject can do more harm than good. Sometimes the reader might totally ignore the letter.

Letters are an important tool of communication. Remember, they can also become documental evidences. Your success in the modern day world depends on how effectively you are able to streamline your communication.

The International Hospital for Children’s Care

www.tihfcc.org

A Project Of Titans Group of Companies

Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi. Phone # +92-21-34493321-30, Fax # +92-21-34493331

12th September, 2009. General Manager, Soft Tech Mobile Phone Company, Karachi. Ref: Defective Series Dear Mr. Qadir, I wish to bring to your knowledge that the handsets delivered to us in the series KL 3800 are all defective. This series of Mobile handsets was purchased by our company on 2nd September bearing the transaction code 2345789. As per our contractual agreement, the handsets should have been checked for all defects before they were dispatched to us. I regret to inform, that your Quality Control De-partment did not perform the necessary trials and checks. This is a serious breach of our agreement. I request you to look into the matter and send us a replacement at the earliest. I look for-ward to your co-operation in the matter so that we can continue to have mutually benefi-cial business dealings in the future. Thanking You, Sincerely, Mehtab Khan Purchase Department


www.tihfcc.org



Date: October 2, 2010

Mr. Shakib Hussain

Chairman

The Care Hospital

Islamabad, Pakistan

Subject: Setting up a New Project

Dear Sir, At the outset, we thank you very much for all the assistance you rendered to us when we were with you a couple of days in your town in connection with our proposal of setting up our New Hospital. It was indeed a great pleasure to be with you and taking all guidance and assistance that we were literally successful in paving basic infrastructure in setting up our Hospital operations in your area. In all probability, our operations should get into full swing in about a fortnight’s time. At this juncture, we request you to kindly visit us and let us have the pleasure of recipro-cating our gesture. We are sure our mutual understanding and cooperation will go long way in promoting each other’s venture in their respective places and we look forward to your reciprocating spirit. Thank you once again, Very truly yours Shakeel Abbasi Administrative Officer


www.tihfcc.org



January 12, 2011 Ms. Shamim Khan Humanity Hospital Garden West Karachi Dear Ms. Carey, We received your generous donation yesterday and we would like to tell you how much we appreciate your kindness. Thank you so much for sharing with us such a large amount. We especially need funds this month since we will be holding three activities for needy children as a way of celebrating the New Year. Hundreds of children will benefit from the said activities and your donation will be used to buy gifts for the children. We hope you will continue supporting our activities and our cause. We have activities every month and we also enjoin you to attend them if you have the time. It would be touching to see the smiles on the faces of those who will be helped by your donation. We have attached the program to our next activity in case you will be available. Thank you. Sincerely, Muneeb Junejo Managing Director


www.tihfcc.org



February 21, 2010 Ms. Sumera Redford Shipping Company Karachi Dear Ms. Sumera, Greetings! In this day and age, the world is moving at a fast and stressful pace, adding to our worries and weariness at the end of each day. All the money we earn will be of no use to us if we con-stantly suffer from illness and body aches at the end of each week. You deserve some rest and relaxation! Learn to enjoy life more and feel refreshed and replenished despite our heavy workload by availing of our services The International Hospital for Children’s Care offers health and fitness trainings and programs just right for the busy office person or employee. You can work with any of our experienced and expert fitness trainers. Better yet, you can have a fitness trainer to work with you at the convenience of your own home and at your own time. Remember, health is truly wealth. Contact us at 021-34493321-30 if you wish to have our services.

Sincerely, Iqbal Mustafa Marketing Department

July 22, 2010

Mr. Shamsher

General Manager

Purchase Department

Dear Sir,

Please accept our profound condolence over the untimely death of your wife. We know how

hard it is to lose a loved one, and we sincerely hope that you are coping well with the

situation.

We have known your wife through the various family activities that the company has held

through the years. She was truly such a joyful presence in the activities, lightening up the

mood and establishing warm rapport among the staff. We loved her, too and will surely miss

her. We were never able to tell her personally but we hope to tell you how much we

appreciate all her help through the years.

On our part, we will do our best to further improve our work and strive to relive your wife’s

legacy in the company. We will ensure everything is in order during your leave of absence.

With deep sympathy,

Shafqat Mirza

Purchase officer

Appreciation Letter (good news incoming)

Zubaida Nanji Director, Women Studies Center National Hospital, Hyderabad, Sindh, Pakistan +92 22 5458985 May 10, 2009 Shireen Hasnain Director The International Hospital for Children’s Care Opposite South Avenue, Gulshan Chowrangi, Gulshan-e-Iqbal, Karachi. Dear Ms. Shireen,

I would like to take this opportunity to express my gratitude for accepting our invitation and participation in a seminar

on "Gender Biases at Work Place" in Hyderabad. The entire organizing committee has asked me to convey their

appreciation for your fabulous participation and the support that you gave us in making the seminar a success.

The efforts that you took to be part of the conference are worth appreciating. You took time out of your busy schedule

and made yourself available on a very short notice. The presentation of your research paper on "How gender biases do

happen in various organizations even in twenty-first century?" was really good and showed your knowledge in the field

of women studies.

I, as one of the members of organizing committee, had a fabulous time with you. It was a learning process for me and I

really had fun. It was indeed a pleasure to be part of a seminar where you had participated.

Thank you once again. Looking forward to listen to you on various women issues in the future.

Yours sincerely

Zubaida Nanji Director, WSC

Neutral letter (incoming letter)

20th April, 2010

Mr. Rahim

Senior Purchase Officer


Opposite South Avenue,

Gulshan Chowrangi,

Gulshan-e-Iqbal, Karachi.

Dear Mr. Rahim,

This letter has been written keeping in mind your association with our company. I am the new

Sales Representative. I want to briefly introduce myself. I am Jawed I have joined the Karma

Pharmaceuticals just about recently. As per my job profile, I will be taking care of your

account from here on.

I would like to meet you in person to check in on the details on an elaborative front. It would

be nice to speak to you face to face. Our customers mean the most to us. As you are one of our

priorities, prime attention is always given to you.

I am looking forward to meeting you. Please do let us know your convenience hours. You can

call us or email us in regards with the plan.

Sincerely,

Jawed Shah

Senior Sales Representative

Persuasive letter (incoming letter)

Dear Valued Customer

At the outset, we thank you for your kind patronage of our services and we are proud to be

associated with you for continued service to be rendered during the course of our association.

We have brought out a revolution in maintaining this service by introducing a toll free line to

enable you to save your hard earned money while calling us for any assistance or service

required at any time and while we care to attend to your immediate needs, we also take your

calls at our cost.

Please make a note of our toll free number is which is 0800-00055 which will be working

24×7x365.

Please let us know if there was any situation where your requirement was unfulfilled or your

call was not responded any time so as to initiate corrective action at our end.

We also invite your valuable suggestion to improve our services.

Thanking you and assuring you of our best services,

Manager Customer Care

ANALIZATION OF LETTERS

I have collected total 8 organizational letters from the following 4 categories as mentioned below.

INCOMING LETTERS:

Incoming letters are those which have been received by The Organization from different other Institutions as well as from different departments within The Organization.

OUTGOING LETTERS:

Outgoing letters are those which are sent by The Organization to employees within The Organization as well as different other Institutions.

After collecting these letters, I have analyzed the strengths and weaknesses of each letter on the basis of format and layout of business letters. (See appendix --- and ---)

The strengths and weaknesses of each letters are given below.

LETTERS GOOD NEWS LETTER BAD NEWS LETTER NEUTRAL LETTER PERSUASIVE LETTER

INCOMING Appreciation letter Condolence letter Introduction meeting Toll free calling

OUTGOING New business setup. Complaint letter Donation letter Fitness training program

ANALYZING INCOMING LETTERS

1. Incoming Good News letter-Appreciation Letter:

Strengths:

• Matter is perfect.

Weaknesses:

• Wrong format (starting with their own address - no ‘U’ attitude) • No subject / reference

2. Incoming Bad News letter-Condolence Letter:

Strengths:

• Conclusion is perfect.

Weaknesses:

• No subject • Introduction is not positive. • Body 1 should come as an introduction as it is very positive. • Negative part should come after mentioning positive qualities. • Letter is too lengthy

3. Incoming Neutral Letter:

Strengths:

• Matter is perfect with all A.I.D.A in sequence.

Weaknesses:

• No subject / reference 4. Incoming Persuasive Letter:

Strengths:

• Matter is perfect with all A.I.D.A in sequence

Weaknesses:

• Format is not correct, no date, no address, no proper salutation. It seems like the letter is written in general for all.

ANALYZING OUTGOING LETTERS

5. Outgoing Bad News Letter – Complaint Letter

Strengths:

• Format is perfect.

Weaknesses:

• Introduction is not positive. • No positive attitude in this letter from beginning till end.

6. Outgoing Good News Letter-New Setup Of Business Letter:

Strengths:

• Format is perfect. • Matter is perfect.

Weaknesses:

• No negative point.

7. Outgoing Persuasive Letter-Fitness Training Program:

Strengths:

• Perfect matter.

Weaknesses:

• No subject. 8. Outgoing Neutral Letter-Asking For Donation:

Strengths:

• Perfect matter

Weaknesses:

• No subject.

On the basis of this analyzation, the best letter is Outgoing Good News Letter i.e. of New Business Setup. The reason behind this is that it has no negative point

Writing letters can be a very engaging activity for those who love it. People who can't express themselves well in real life usually find themselves empowered by the mere act of writing letters. It is in these sheets of paper or computer documents that you will see the real feelings of someone who probably couldn't express it any other way. And it is both a revelation and healing for those who write the letter and for those who get to read it.

The process of letter writing is usually helpful for those who are struggling with emotions not only withing themselves but more importantly in relation to other people. Its importance has been identified by psychologists as one of the best ways a person can confront his or her unresolved fears and feelings towards a person that they otherwise may not get in our everyday life. It can be used with or instead of an activity called a psychodrama wherein people express their emotions towards a certain person through the use of a stand-in.

Writing letters can lead to leaps and bounds in the healing process of an individual and can lead to an acceptance of a person's state. This is healthy because it is one of the best roads to acceptance, which is the best forms of healing. A good many people have been helped by this and very few people realize how amazing letter writing can be when used for therapy and improving one's emotional (and physical) well being.

Writing letters can be a definite help for those who have trouble expressing emotions or resolving the delicate issues in their lives.

How to Write a Persuasive Letter Writing a persuasive letter is an art form all by itself, and even some of the best writers aren't able to convince or coerce their readers. You don't need to be a professional copywriter in order write persuasively, but you do need to follow a few specific advertising rules and think critically about what you are writing.

Instructions

1. Get inside the mind of your reader. In order to write persuasively you must be able to think from

their perspective. This will help you to identify problems that they have and create a letter that suggests a solution.

2. Structure your letter around solving one particular problem. After you've been inside your reader's mind you should be able to target an issue that they have and focus your entire letter on this. This strategy is extremely effective if you have a product that you are trying to sell, but also works well with any type of persuasive writing.

3. Captivate their attention right away. Your letter needs to draw your reader in and make them want to listen to your point of view. This can be done with an alluring headline or strategic introduction, but it needs to be done as soon as possible or you risk losing their attention.

4. Provide legitimate reasons for your case. People like to hear the reasoning behind suggestions, and the more reasons you can provide the better chance you will have at swaying your reader's opinion. However, you need to make sure that they are legitimate reasons that are relevant to the reader's problem or dilemma.

5. Repeat the problem and your solution at multiple points throughout the letter. An effectively written persuasive letter will reiterate both the problem of your reader and the solution that you offer over and over again in order to drive your point home.

6. Conclude with "your way" being the "only way" to see things. At the end of your persuasive letter it's important to represent your view as the best way of seeing the situation and leave no room for doubt. This will leave your reader with a strong sense of urgency to share your opinion, and have them doubting their previous stance on the subject.

http://www.ehow.com/arts/

How to Write a Request for a Donation Letter Asking for money requires strong skills.

Non-profit organizations rely on alternative sources of funding. Donations are usually a major contribution in helping a non-profit to cover the cost of its expenses and operations. Writing a good donation letter is key in getting organizations and people to contribute. Read on to learn how to write a request for a donation letter.

Instructions

1. When asking for donations from a company the first step is to ensure that the letter is going to

the right person. Get the name of the individual in charge of making decisions about whether or not a contribution or donation can be given.

2. Start the letter by emphasizing the good work that your non-profit has done and how this work is

benefiting the person(s) or the organization's community in which you are asking to provide a contribution or donation.

3. Discuss what the non-profit will accomplish if a donation is received and who will the donation benefit.

4. Make mention that the giving is tax deductible and if possible acknowledge how the giving is

associated with the organization's mission or corporate giving values.

5. Thank the individual or company in advance for considering making the contribution and let them know who to write the check, money order or cashier's check to. Provide the address in which the funds should be sent to.

6. Provide the contact information and your name or the person's name who the organization or

person can direct questions to if they have further inquiries. Let the organization know that any amount in which the organization wishes to contribute will be acceptable.

Tips & Warnings

• Proofread the letter and have someone else proofread it for you. • If the organization or individual contributed previously make sure that you acknowledge and thank them for

their previous donation and how the donation was used. • Do not ask for specific amounts of money unless the organization has instructed that you be specific when

requesting contributions.

http://www.ehow.com/how_4425378_ask-donations.html

How To Write Complaint Letters Basically, you could write complaint letters in several ways. However it is recommended that you use the following stages so that your complaint will be well organized, systematic and professional. Here are the systematic stages that should be included in the complaint letters. 1. Background 2. Cause and Effect ( Problem ) 3. Requesting Action or Solution 4. Warning 5. Closing

1. Background

This section introduces the situation or background of the problem. Here are some examples:

• I am writing to inform you that the goods we received have been made in the wrong

color. • I am writing to inform you of my dissatisfaction with the quality of your products.

2. Cause and Effect

Cause:

• You shipped our order for bedroom sets, but the nightstands were not included in this

container. • We ordered 50 pcs office desks in antique brown color and 50 pcs office desks in walnut

color, but we received 100pcs of office desks all in brown color. Effect:

• We are therefore unable to sell the bed set. • These office desks are unacceptable to our customers, and we are therefore unable to sell

these desks. 3. Requesting Action or Giving Solution

In this section, the writer or someone who write a complaint letter request a necessary action to be taken or provide solution to settle the problem. Please look at the examples below:

• Please delivery the nightstands as soon as possible. • I am writing to ask you to produce the office desks painted with the color as we requested

and send them immediately. • Please make sure that such errors do not occur anymore. • We have implemented a new system to...

• To prevent re-occurrences we have instructed our quality control to check all items before packing the goods.

• We assure you that this problem will not happen anymore. 4. Warning

• I'm afraid that if these conditions are not properly resolved, we may be forced to take

legal action. • If such errors happen again, we will have to look elsewhere for our suppliers.

5. Closing

• I look forward to hearing from your shortly. • I look forward to receiving your explanation of this matter.

Notes:

• The tone of complaint letters should not be aggressive, insulting or threatening, as this would

annoy the reader and it would not encourage them to solve the matter or problem. In addition, question like 'Why can't you make this right?' should not be written.

• The content of the letter should contain enough details so that the receiver does not have to write back requesting more.

• Legal action should not be threatened in the first letter of complaint, unless the situation is very serious and there is no serious intention from the reader to solve the problem.

• The best way of writing complaint letter is to use a positive upbeat tone. Remember, you are writing to a senior person who probably sympathizes with what happened to you. Your tone should convey the message that you are the innocent victim and you understand that the company wouldn't have done such a thing intentionally.

How to Write the Perfect Sympathy Letter Do you know a friend or relative who has experienced a death, personal loss, or other misfortune? Perhaps this person was recently divorced or has been injured in an accident. Maybe you know an expectant mother who has recently suffered a miscarriage. These are times when you need just the right words to say just the right thing. A store-bought sympathy card is not as personal as a hand-written letter, but you may buy a card and put your letter inside it. Here are some tips to help you write a tactful Sympathy Letter that will be much appreciated:

• Try to be empathetic. Imagine yourself in the other person's place. What would you like to hear? What

would make you feel better? • Be brief. Much is communicated with "I'm so sorry. Please know you're in my thoughts." In times of

loss, no one wants to read a lengthy letter (it's hard to read when you're crying). Communicating that you care is enough.

• Don't be dramatic. A Sympathy Letter needs to be written with beautiful prose, but dramatic language may seem insincere. Tell how you learned about the news in simple terms. It is perfectly acceptable to relate your deep shock at hearing about the death or loss. Avoid using graphic terms to refer to a death that was tragic or gruesome.

• Be personal. If your Sympathy Letter concerns a death, be sure to mention the deceased's name and the circumstances that caused the loss of life. Be honest; don't hesitate to use the word "death" or note the actual cause of death. Share your personal sadness. Remind the bereaved you support them at this difficult time and they are not completely alone in their suffering.

Example:

o Bill made me feel at home when I first moved here. I am so sorry that cancer took him at

such an early age. I will miss him. • Mention positive memories. If your Sympathy Letter concerns a death, and if you knew the deceased,

pay tribute to the person's life by mentioning something positive: a happy memory from your experiences together, a notable achievement, etc. You can even relate a story about how the deceased touched your life. Be sensitive, but it is not necessary to avoid humorous incidents that could help lighten the moment and would be gratefully received. Laughter is a great healer. You could also mention a special characteristic of the deceased-something you will always cherish.

Examples:

o a contagious sense of humor, a generous nature, love of the arts, courage, leadership,

decisiveness. • Offer encouragement to the bereaved. Assume that the survivor feels overwhelmed by the loss and

doesn't know whether or not they have the strength to get through it. State your confidence that they will get through it. Time is also a great healer. A comforting tactic that can have a powerful effect on the survivor is to quote a loving remark that was once made by the deceased about him or her. Remind the person in mourning of their own personal strengths in descriptive terms.

Examples:

o resilience, patience, competence, religious devotion, faith, optimism, a trusting nature.

• Offer your condolences. How you will craft a condolence statement will depend on your personal relationship with the person to whom you are writing. For example, you may want to avoid being too religious if the person is only an acquaintance or if you do not know if they even have a religious

affiliation. Most people would, however, appreciate being told that they are in your prayers and thoughts. You probably know what will bring them comfort. Write something that is congruent with your relationship.

• Offer practical help to the grieving person. Specific offers are better than, "Let me know if there is anything I can do." Then take the initiative-if you don't get immediate acceptance of an offer, then call back and repeat it. Many people will think your first offer was just to be polite; repeated offers demonstrate your sincerity.

Examples:

o "Can I help you with the grocery shopping?" o "Can I run any errands for you?" o "Can I help with the children?" o "Can I write any letters for you?"

• Show sensitivity. Allow people to grieve in their own way and for as long as is needed. There is a time to mourn! Be careful not to offer advice when none is wanted or needed. Remember, at the moment the bereaved needs a loving friend, not a counselor.

Examples (what not to say):

o "You need to go on a long cruise." o "Look on the bright side." o "It's all for the best."

• Close with an expression of comfort. End your Sympathy Letter with an expression of comfort, sympathy, or affection. Let your concluding words reflect the truth of your feelings. You may want to close your letter simply with one word such as "Love," or "Sincerely," or you may want to use a phrase or a complete sentence followed by your name.

Examples:

o "My love and concern are with you always," o "You are continually in my thoughts and prayers," o "My heart and my tears are with you," o "I share in your grief and send my love,"

Final Note: Use descriptive words when you compose your Sympathy Letter.

Examples:

• burden, caring, comfort, comforting, compassion, concerned, consolation, difficult, endure,

endurance, grief, grieve, heal, healing, heartbreaking, heartfelt, help, hope, hurt, hurtful, loss, love, misfortune, mourn, mourning, overcome, pain, painful, regret, regrettable, sad, shocking, sorrow, sorry, struggle, struggling.

How to Write the Perfect "Thank You" Letter

By Alice Feathers, M.A. TESOL, Professional Editor and Writer You should always send a "thank you" letter or note as a follow-up to your interview because it is an integral part of the employment process and because the power of saying "thank you" cannot be overstated. A "thank you" letter sends a message that you are both considerate and professional, thereby hopefully reinforcing the positive impression you left upon the reader's mind. This article was designed to help you to write a "thank you" letter to a potential employer, but you may adapt this format for other "thank you" letter uses as well.

Here is a basic layout format for a formal "thank you" letter:

• Return Address. Tab over and type your address near the right margin, followed by the date.

Example: 1234 Right St.

Anywhere, PA 15678 June 30, 2005

• Address. Type this information flush with the left margin. The reader's name is typed on the second

line. DO NOT abbreviate the word "Attention."

Example: ABC Corporation Attention: John Doe 777 State Street Anywhere, NY 12345

• Greeting. Always address your "thank you" letter to a specific person. Use the conventional "Dear" plus

"Mr." or "Ms." followed by the first name and/or surname followed by a colon.

Example: Dear Mr. Richard Brown:

• Never send a "thank you" letter to a person using his/her job title: "Dear Marketing Manager:" Send the letter to a specific individual, and be sure to spell his/her name correctly!

• Body. Two average-length paragraphs should make up this section. In the first paragraph, thank the reader for meeting with you and convey your enthusiasm about the possibility of working for the company. You might mention the date of your interview and the position for which you applied. Make a single return between paragraphs. In the second paragraph, briefly review your qualifications and special skills, and how you can be an asset to the company. You might want to mention an interesting topic or rewarding moment from your interview.

• Last paragraph. Thank the reader once again for considering you for the position. State your confidence again in your ability to be an asset to the company. Tell the reader that you look forward to hearing from him/her soon, and give a specific date when you plan to follow up with a phone call.

• Close. Make a single return after the last paragraph and type the close, aligning it with your return address. Any of the following words or phrases can be used to close: Sincerely, Very truly yours, Sincerely yours, or Cordially. The close is followed by four returns. On the next line, type your name. Sign your first and last name in the space between the close and your typed name.

Example: Sincerely.

Signature

James Brown

• Be sure that your phone number and any other contact information such as your email address are clearly stated in the letter.

A Few Helpful Tips

• Timely. Send your "thank you" letter within two days of the interview. • Hand-written "thank you" letters are best but, depending on your personality and penmanship, a typed

letter can also be appropriate. • Stationery. Use plain, light-colored stationery—solid white, off-white, or gray is best. Use the same

paper stock as your resume. • Appearance. Although personal in tone, your "thank you" letter should be business-like in appearance.

Use a standard business format. Put a colon after the reader's name. Single space each paragraph. Make a single return between each paragraph.

• Each person. If multiple people interviewed you, thank each person individually. Don't try to thank a group of people with one letter.

• Proofread. Edit your "thank you" letter carefully. Ask someone you trust to check it over and give you constructive feedback. Look for misspelled, repeated, or misused words and phrases.

Appreciation Letters How to write a powerful letter of appreciation that makes the right impression, or makes someone feel special

People respond positively when treated kindly. Employees work harder when they feel appreciated. With a sincere, well-written appreciation letter you can improve relations with words of admiration, gratitude, and recognition.

Write your letter quickly Write your appreciation letter within a few days of whatever happened to inspire your gratitude.

Use stationery Write your personal appreciation letter on a sheet of stationery.

Use customized letterhead for business correspondence.

Address your appreciation letter to a specific person If possible, not just to the company or to the organization in general.

Specifically state what you appreciate

Be sincere most people can sense when you are not being honest.

Write clearly and concisely This is no time to be longwinded or flowery.

Be brief

Avoid thanking the person beforehand For example: "Thanking you in advance for your help in this matter." To do so is presumptuous and suggests you do not feel the need to write a follow-up letter.

Close with warm regards or best wishes for continued success

APPENDIX A

Good (+ve) Bad (-ve) Neutral Persuasive Introduction +ve +ve A: Attention Body 1 ++ ++ I: Interest Body 2 ++ +- D: Desired Body 3 ++ -- A: Action Conclusion +ve +ve +ve

APPENDIX B

References

Business Communication Today (7th Edition) by Bovee / Thill /

Schatzman

Effective Communication (6th Edition) by Herta A Murphy / Herbert W

Hildebrandt

www.business-letter-samples.com

From my own imagination

www.ehow.com

Images from www.Bong.com, www.google.com, www.yahoo.com

www.writeexpress.com

karim virani term report on effective letter writing

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