Letters with Power

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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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Organization

• Most of your letters should consist of 3
  paragraphs.

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• 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

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The One Page Rule
Always try to say what you have to say on a
single sheet.
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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.

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Paragraphs Sentences Clauses
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What is a paragraph?

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

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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.

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What is a Sentence?

• A group of one or more clauses dealing with a
  single subject.
• Begins with a capital letter and ends with a
  period.

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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

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What is a Clause?

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

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Types of Letters

• Letter of request
• Letter of thanks
• Letter of application
• Letter of complaint
• Letter of acceptance/refusal
• Letter of resignation

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Letter of Request

• Paragraph 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

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Letter of Thanks

• Paragraph 1 Expresses thanks for kind/gracious
  help.
• Paragraph 2 Provides information as to what
  resulted from the service
• Paragraph 3 Expresses appreciation again.

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Letter of Application

• Paragraph 1 Explains why youre writing for
  what position, etc.
• Paragraph 2 Provides information about your
  qualifications
• Paragraph 3 Requests feedback or an interview

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Resignation Letters
or
Quitting with Class
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Resignation Letters
You must remember to

• Discuss your resignation with your supervisor
  first
• Follow up with the letter

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The Letter Should

• 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

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Letter of Resignation

• Paragraph 1 (Good news) Thanks for the
  opportunity to work there and for what youve
  learned. Use specifics.
• Paragraph 2 (Bad news) State intent to resign
  and reasons why youre leaving
• Paragraph 3 (Good news) Thanks again for what
  you take with you

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Business Letter Homework

• You are going to view a video on resume writing
  and cover letters.
• After you view the video, you will revise your
  resume and write a cover letter.
• You will also create a reference page with 3 to 5
  references (as well as contact information for
  each reference.
• Deadline for the assignment Monday, November 23
• If extra time is needed, schedule time during
  Directed Studies!!!!!

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Letters with Power!

• How to Write Business Letters
• Technical Writing
• Lesson 3