2. Objectives
• Will be able to list the major parts of a
letter
• Will be able to name three different types
of correspondence
• Will be able to identify the tone and style
necessary for a letter
227 October 2010 Report Writing -- Correspondence
3. Overview
• The quality of correspondence directly
reflects on the professionalism of the
company
• The succinctness of correspondence
saves the reader time
• The conciseness of content avoids
confusion
327 October 2010 Report Writing -- Correspondence
4. General Formatting
• Purpose
• Who is going to read it
– Formal
– Informal
• 10 or 12 point font
• Ariel or Times Roman font
• Margins that enhance the letter – think of a
picture frame
427 October 2010 Report Writing -- Correspondence
5. Format Style
• Full-Block
–Used with
letterhead
–The entire letter
is left aligned
• Modified-Block
–Return address,
date, and closing
are center
aligned
–Everything else
is left aligned
527 October 2010 Report Writing -- Correspondence
6. Style
• Varies by whom it is to be sent to.
• If in doubt be formal
• Do not use unfamiliar acronyms
• Do not use buzz words – “bottom line”,
“paradigm shift”
• Explain terms which the reader may not
know
627 October 2010 Report Writing -- Correspondence
7. Parts of a Letter
• Letterhead
• Date
• Inside Address
• Salutation
• Body
• Complimentary Close
• Signature
• Typed name
• Title
• Cc:
• Enclosure
727 October 2010 Report Writing -- Correspondence
8. Letterhead
• This usually is pre-printed on the
stationary
• The location on the paper must be
calculated into the set-up of the letter
• Use letterhead for all external
correspondence
• If company does not have letterhead,
head the letter with
– Name of Company (if personal then omit)
– Full Address
827 October 2010 Report Writing -- Correspondence
9. Date
• A the top of the
page
• 3 lines below
letterhead
• Usually it is
formatted -- month
day, year
• It is usually left
justified
• Do not abbreviate
9
October 20, 2002
20 October 2002
27 October 2010 Report Writing -- Correspondence
10. Inside Address
• Recipients full name
• Title
• Address – use the
information from the
recipients letterhead
• Inside address is 2
to 6 lines below the
date
• Left align
Mr. Ted Smithers, RPD
Administrative Assistant
Simple Simon Company
123 East Applecart Street
Orlando, FL 32801
1027 October 2010 Report Writing -- Correspondence
11. Reference
• Optional
• 2 lines below the
inside address
• Brief summary of
the subject of the
letter
RE: Smith contract, Doc No.
A15435-B
1127 October 2010 Report Writing -- Correspondence
12. Salutation
• 2 lines below
the inside
address or
Reference
• Left align
• Include
recipients
personal title
unless the
Dear Ms. Smith:
Dear Dr. Jones:
Dear Mary,
Dear Chris Stewart:
Dear Customer Service
Representative:
Attention: Customer Service
1227 October 2010 Report Writing -- Correspondence
13. Salutation
• If on a first-
name basis use
only the first
name
• If you do not
know the
gender of the
recipient, use a
neutral
Dear Ms. Smith:
Dear Dr. Jones:
Dear Mary,
Dear Chris Stewart:
Dear Customer Service
Representative:
Attention: Customer Service
1327 October 2010 Report Writing -- Correspondence
14. Body
• 2 lines below
salutation
• Single space
within
paragraphs
• Double space
between
paragraphs
14
I spoke with you on August
4, 2002, regarding the new
marketing plan for your
company.
We can implement this plan
as soon as your approval is
given.
If you have questions about
the plan, please contact me.
27 October 2010 Report Writing -- Correspondence
15. Body Content
Usual template for content
• Statement of
purpose
• Explanation
• Action needed
I spoke with you on August
4, 2002, regarding the
new marketing plan for
your company.
• We can implement this
plan as soon as your
approval is given.
• If you have questions
about the plan, please
contact me.
27 October 2010 Report Writing -- Correspondence 15
16. Complimentary Close
• 2 lines below the
body
• Use a standard
expression
• Capitalize only the
first letter
• End with a comma
• Align left if using
full-block
16
Yours truly,
Sincerely,
27 October 2010 Report Writing -- Correspondence
17. Signature, Typed Name & Title
• 4 lines under the
complimentary close
type your name
• Type your position
title under the name
• Sign between the
close and the typed
name
• Left align if using full-
block
Sincerely,
James P. Smith
Director of Marketing
27 October 2010 Report Writing -- Correspondence 17
18. Additional Information
• Author:Typist
• Cc: lists who is getting copies
of the letter
• Bcc: list other people getting
copies that the recipient does
not know about.
– This goes only on the copies;
NOT THE ORIGINAL.
• Enclosure: lists any
documents attached
RES:pl
Cc:Tim Robinsson
Enclosure:
Contract
Enclosure
Enclosures (3)
27 October 2010 Report Writing -- Correspondence 18
19. Professionalism
• Convey facts and information
• Not emotions
• Be respectful
• Be modest
• Be polite
• Be positive and tactful
1927 October 2010 Report Writing -- Correspondence
20. Inquiry/Response Letter
Send
• Keep questions
specific, clear and
concise
• Phrase so the reader
knows quickly what
you need to know
• Use a numbered list if
necessary
• Keep questions to a
minimum
Receive
• Be sure you have all
relevant information
• Do you have the
authority to respond
• Answer promptly
• Answer each question
• Give time frames if
appropriate
27 October 2010 Report Writing -- Correspondence 20
21. Bad News Letter
• Provide context
• Explanation
• The bad news
• The good will
Thank you for requesting us to
represent you in a case against
Red Butcher ,MD. We appreciate
your confidence in our law firm.
After reviewing your case,
however, we must decline to
represent you. Unfortunately we
also represent the party that you
wish damages from. This would
be a conflict of interest and
unethical.
Therefore, we recommend you
consult other fine legal firms that
might be willing to represent you.
2127 October 2010 Report Writing -- Correspondence
22. Complaint Correspondence
Send
• Identify problem
– Be specific about
product or service
• Explain the problem
• Suggest solutions to the
problem
• Be polite and professional
• If necessary, cool down
first
Receive
• Acknowledge problem
– Be specific
• Explain what you can do
to solve the problem
• Establish goodwill
• Be polite and professional
• If necessary, cool down
first
2227 October 2010 Report Writing -- Correspondence
23. Accuracy
• Double check facts
• Check grammar
• Check spelling
• Have someone else proof read
• Double check again for errors and
enclosures before you lick the envelop
• Check for signature
2327 October 2010 Report Writing -- Correspondence
24. Summary
• Establish your purpose
• Analyze your audience
• Prepare an outline
• Write a draft
• Use the appropriate format
• Check for accuracy: grammar & punctuation &
facts
• Reread before sending
• Sign
2427 October 2010 Report Writing -- Correspondence
