Business and Cover Letters

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Business and Cover Letters

• Technical Writing

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Purpose and Types

• to communicate in a formal manner regarding
  business transactions
• Positive- to communicate goodwill (feeling of
  friendship), convey good news,
• Negative- to communicate bad news,
  disappointment to complain about a product or
  service
• Persuasive- to convince the receiver to buy a
  product/service or contribute to a cause

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Positive Letters

• state the good news early. The tone is upbeat and
  positive.
• Letters of inquiry/responses to letters of
  inquiry
• Letters of appreciation
• Compliments to business
• Scholarship/college admissions
• Contest results

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Negative Letters

• begin with a buffer.
• buffer protects the reader from bad news by
  beginning with a positive statement.
• explanation of complaint (why is this letter
  being written?).
• close in a positive tone, offering suggestions,
  looking to the future, offering something, etc.
• Letters of complaint
• Refuse a request
• Delay an order
• Scholarship/college rejections

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Professional Letter Format

• Heading Complete address (no abbreviations) of
  the sender as a return address (personal business
  letter) or letterhead (company letter)
• Dateline Date letter was typed or dictated
• Inside Address Correct name (first name/initial
  and last name), title, address of person to whom
  you are writing (no abbreviations). Name should
  match name in salutation.
• Salutation Exact name of person who you want to
  read your letter, may be written with or without
  punctuation
• Subject Line (optional) Focuses on topic of
  letter

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Format Continued

• Body Usually 2-5 paragraphs (but can be several
  pages long) and may use headlines similar to
  reports. The letter should look balanced on the
  page.
• The BODY of most letters is single-spaced, with a
  double space (one blank line) between paragraphs.
  The organization depends on what type of letter
  you are writing.
• Closing Friendly, but business-like ending.
  Common closings include Sincerely, Yours
  truly, and Cordially, but never Thank you.
  Punctuate in pairs both the Salutation and
  Closing, or neither

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Format (end)

• Signature Line Handwritten signature followed by
  typed name and title
• Reference Initials Initials of person who
  dictated the letter, followed by initials of
  person who typed the letter
• Enclosure Notation Indicates additional pieces
  in envelope
• Copy Notation Indicates copies that have been
  sent to other people

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Block Format