TECHNICAL WRITINGOctober 24th , 2012

Today• Thank you letter

• Language focus

Last class: Business letters• Formal, official business communications.

Common types of business letters• Inquiry letters (asking for information).

• Cover letters (accompany documents like proposals).

• Special request letters (make special demand, not routine).

• Sales letters ( persuading the reader to buy).

• Customer relations letters- Follow-up letters- Complaint letters- Adjustment letters- Collection letters

Business letters• Usually represents a direct communication between one

person and another.

• For example, a business letter is usually addressed specifically to someone (not writing for a “general reader”: To whom it may concern: ).

Business letter format• Two kinds:

• - Full-block

• - Modified format

Parts of a business letter• Heading

• Date line

• Inside (recipient’s) address

• Salutation

• Body

• Complementary close

• Signature

• Enclosure (if necessary)

• Copy notation (if necessary)

Standard Organization To help readers grasp your message clearly and

concisely, follow this simple plan:

1. In your first paragraph tell readers why you are writing and why your letter is important to them.

2. Put the most significant point of each paragraph first to make it easier for the reader to find.

3. In the second and subsequent paragraphs of your letter, develop the body of your letter with factual support.

4. In your last paragraph, thank readers and be clear and precise about what you want them to do or what you will do for them.

Your assignment• Complaint and adjustment letters.

Another kind of business letter• The interview follow-up letter…

• …”Thank you” letter.

Follow-up Letter• Usually sent within a week after the interview.

• It can be e-mailed, but…

• …a physical letter (business letter) can have a stronger effect.

Follow-up Letter

In a follow-up letter:

- Thank the interviewer for his/her time and interest.

- re-emphasize your qualifications.

- may ask for further information to show your interest in the job and employer (company).

- indicate that you are looking forward to hearing from the employer (may also invite any further questions).

Expresses gratitude of the interview.

Time you interviewed.

States the position you applied for.

Mentions the main feature of the company

Letterhead (your contact info)

DateRecipient’s info

Re-emphasize your qualifications.

Express further interestEnd politeley:

- thank the interviewer

- let them know you are looking forward to hearing from them.

Closing: - Sincerely, - Best regards,Signature and name

Follow-up Letter• A follow-up letter is one more chance to show your

interest and enthusiasm for the position.

• It can help you stand out from other applicants.

FUTURE assignment• After you have received feedback for Assignment 3, you

will be asked to write a follow-up letter.

• (You will have to pretend that you had an interview)

The purpose of this memo is to analyze the new merger.

This memo analyzes the new merger.

There will be a budget cut that will affect the company.

A budget cut will affect the company.

There are some other suggestions to consider.

WE can consider other suggestions.

should

It is compulsory to include the summary statement in our report.

- WE must include…