Routine Letters and Goodwill Messages

1
Routine Letters and Goodwill Messages
2
Everyday Business Letters

• Request
• Information
• Action
• Claim
• Order

• Respond
• Information
• Action
• Claim
• Order

3
Information and Action Requests

• Opening
• Ask most important question first or express
  polite command
• Body
• Explain request logically and courteously. Ask
  other questions if necessary.
• Closing
• Request action with end date

4
Simple Claim Request

• Opening
• Clearly decide desired action
• Body
• Explain nature of claim, how it is justified, and
  provide details regarding requested action
• Closing
• End pleasantly with goodwill statement.
• Provide end date if appropriate

5
Order Requests

• Opening
• Authorize purchase
• Suggest shipping method
• Body
• List items vertically
• Provide quantity, order number, description, and
  unit price,show total price
• Closing
• Request shipment by specific date
• Discuss payment method

6
Improving OpenersRoutine Requests

• Ive been given the task of locating a convention
  site for my companys meeting.

7
Improving Openers for Routine Requests

• While reading Macleans magazine, I noticed an
  offer of a free video describing your
  organization.

8
Improving Openers for Routine Requests

• I am conducting a training class for students of
  photography at our Winnipeg training centre, and
  I saw a picture that we would like to use in our
  program.

9
Improving Closings for Routine Requests

• Thanks for any information you provide.
• We would appreciate receiving answers to these
  questions before April 1 so that we will have
  plenty of time to plan our conference.

10
Improving Closings for Routine Requests

• Hoping to hear from you at your earliest
  convenience.
• Please send the video by August 15.

11
Improving Closings for Routine Requests

• Thank you for your cooperation.
• Your answer to my inquiry will help me make my
  printer choice. Thanks!

12
In-Class Assignment

• In a group, complete Writing Improvement
  Exercises 6-11 on page 141
• Hand in at end of class.

13
Homework

• Complete Chapter Review Questions page 139 - 140