Types of Letters

1
Types of Letters

• Cover
• Order
• Inquiry
• Response to inquiry
• Sales
• Claim
• Adjustment

2
Cover Letters

• State why you and writing and about what you are
  writing
• What have you enclosed and of what value is it to
  the recipient?
• What should the reader do? When?
• How can the reader contact you in case the reader
  has questions?

3
Order Letter

• See Markel 421
• Address clearly
• Brief background
• Be specific
• Use itemized list or simple table
• Sign

4
Inquiry and Response to Inquiry Letters

• See Markel 424 and 425
• Why are you writing the letter?
• Consider an itemized list of questions
• What is in it for the recipient?
• After the person responds write a thank you
  note and keep your original promise
• If responding, be clear and explicit
• Use numbered items in original
• Explain why you cannot offer answers
• Offer to assist in other ways

5
Sales Letter

• See Markel 427
• Readers care less about your letter
• Gain attention
• Be specific as you describe your product or
  service
• Include convincing evidence that your claims are
  accurate
• Include information for the reader on how to
  follow up interest in product or service

6
Claim Letter

• See Markel 429
• The letter is a persuasive document
• Be specific identify product or service clearly
• Explain the problem (avoid sarcasm, threats,
  condescending statements, overstatements,
  untruths, emotional outbursts)
• Propose an adjustment what should the recipient
  do when he/she receives the claim letter
• Conclude courteously and provide contact
  information

7
Adjustment Letters

• See Markel 431 and 432 for good and bad news
  adjustment letters
• Bad news letters be clear. If you are admitting
  liability, do so unambiguously I you are
  apologizing, do so with no ands, buts, or ifs
• Be aware of the you attitude in your use of words
• Give clear reasons avoid legalese and clichés,
  avoid hedging
• Create goodwill