{"id":1107,"date":"2015-03-05T22:00:19","date_gmt":"2015-03-05T22:00:19","guid":{"rendered":"https:\/\/courses.candelalearning.com\/technicalwriting1xmaster\/?post_type=chapter&p=1107"},"modified":"2015-03-08T17:39:32","modified_gmt":"2015-03-08T17:39:32","slug":"unit-3_letters_lecture-2","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/suny-jeffersoncc-technicalwriting\/chapter\/unit-3_letters_lecture-2\/","title":{"raw":"Letters Overview","rendered":"Letters Overview"},"content":{"raw":"Regardless of the more popular methods of\u00a0communication, such as e-mail and other\u00a0social media\u00a0exchanges, letters remain the most formal and legal type of written business communication. Five\u00a0types of business letters are thank you letters, claim letters, adjustment letters, inquiry letters, and\u00a0transmittal letters.\u00a0These letters can be written in a direct approach or\u00a0an indirect approach.\u00a0Most\u00a0claim letters, inquiry letters, and transmittal letters are written in a direct approach, where the writer refers to background, stating\u00a0his\/her purpose for writing in the opening sentences of the first paragraph.\u00a0\u00a0The indirect approach is used for\u00a0letters\u00a0that\u00a0have\u00a0negative messages.\u00a0These types of letters are letters that deny requests, such as\u00a0adjustment letters that\u00a0deny claims or letters that\u00a0deny employment applications.\u00a0After \"Letterreferring to background, the writer using the indirect approach adds a disclaimer that is intended to\u00a0intended\u00a0to soften a negative\u00a0decision. The second paragraph states and\u00a0explains the purpose of the decision. This arrangement\u00a0is a\u00a0respectful, professional way to deliver a negative message.\r\n\r\n \r\n\r\nA thank you letter expresses a simple thank you\u00a0for a favor, gift, etc.\u00a0An acknowledgment of accepting a request to do something is not a thank you letter. For example, you may send a request to a motivational speaker to be the guest speaker at a seminar. After receiving the speaker\u2019s agreement to accept your invitation, you would respond with an acknowledgement of his\/her acceptance. Although you may begin this acknowledgment with a statement of appreciation, this is not a thank you letter. Rather it is a letter that acknowledges the speaker\u2019s agreement to accept your invitation. In the first paragraph, the letter expresses your appreciation and how the presentation will benefit your audience. The second paragraph will confirm the date and time of the presentation. The third paragraph will advise that a follow up communication will detail the logistics.\u00a0 End\u00a0the letter with a statement confirming\u00a0\u00a0your appreciation.<\/span>\r\n\r\n \r\n\r\nThe following outlines\u00a0Paragraph Arrangement for the different Types of\u00a0Letters:\r\n\r\n\r\n\r\n\r\n\r\n\r\n
Transmittal Letter:<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
First paragraph: Purpose (main point).<\/td>\r\nRefer to background information and the reason for the correspondence.<\/td>\r\n<\/tr>\r\n
Second paragraph: Explanation.<\/td>\r\nBriefly explain the contents of the related documents\/actions that will follow the transmittal letter.<\/td>\r\n<\/tr>\r\n
Third paragraph: Closing. <\/strong><\/td>\r\n\r\n
    \r\n\t
  1. Tell the time\/dates of the related documents\/actions can be expected. 2. Give your contact information, with a professional statement to contact you with questions or further concerns.<\/li>\r\n\t
  2. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\r\n<\/ol>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\n
    Inquiry Letter:<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
    First paragraph: Purpose (main point).<\/td>\r\nRefer to background information and the reason for the correspondence.<\/td>\r\n<\/tr>\r\n
    Second paragraph: Explanation.<\/td>\r\nRequest the specific information you need.<\/td>\r\n<\/tr>\r\n
    Third paragraph: Closing. <\/strong><\/td>\r\n\r\n
      \r\n\t
    1. Tell the time\/dates you expect the requested information.<\/li>\r\n\t
    2. Give your contact information, with a professional statement to contact you with questions or further concerns.<\/li>\r\n\t
    3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\r\n<\/ol>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\n
      Claim Letter:<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
      First paragraph: Purpose (main point).<\/td>\r\nRefer to background information and your claim.<\/td>\r\n<\/tr>\r\n
      Second paragraph: Explanation.<\/td>\r\nExplain how you expect the problem to be resolved.<\/td>\r\n<\/tr>\r\n
      Third paragraph: Closing. <\/strong><\/td>\r\n\r\n
        \r\n\t
      1. Tell the time\/dates you expect a response, informing you of a decision.<\/li>\r\n\t
      2. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\r\n\t
      3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\r\n<\/ol>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\n
        Adjustment Letter (Positive):<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
        First paragraph: Purpose (main point).<\/td>\r\nRefer to background information and tell your decision to honor the claim.<\/td>\r\n<\/tr>\r\n
        Second paragraph: Explanation.<\/td>\r\nExplain how you will honor the claim.<\/td>\r\n<\/tr>\r\n
        Third paragraph: Closing. <\/strong><\/td>\r\n\r\n
          \r\n\t
        1. Tell the time\/dates the adjustment can be expected.<\/li>\r\n\t
        2. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\r\n\t
        3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\r\n<\/ol>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\n
          Adjustment Letter (Negative):<\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
          First paragraph: Background\/Disclaimer<\/td>\r\nRefer to background information and briefly make a disclaimer to soften the negative decision.<\/td>\r\n<\/tr>\r\n
          Second paragraph: Purpose\/Explanation.<\/td>\r\nTell the decision not to honor the claim and explain the decision.<\/td>\r\n<\/tr>\r\n
          Third paragraph: Closing. <\/strong><\/td>\r\n\r\n
            \r\n\t
          1. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\r\n\t
          2. Add a simple statement of apology.<\/li>\r\n<\/ol>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n \r\n\r\n\r\n\r\n\r\n\r\n
            Thank You Letter: <\/strong><\/td>\r\n<\/td>\r\n<\/tr>\r\n
            First paragraph: Purpose (main point).<\/td>\r\nThe first sentence expresses a simple thank you. This is followed by one or two statements that tell how the gift will benefit its recipients.<\/td>\r\n<\/tr>\r\n
            Second paragraph: Closing.<\/td>\r\nConfirm your appreciation.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n \r\n\r\n \r\n

            Formats for Letters<\/h2>\r\nTwo popular formats for writing letters are the Block Format or the Modified Block Format. \u00a0In a Block Format, the entire letter is written on the left margin. \u00a0See this file as an example:\r\n\r\nhttps:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Letter+Block+Format.docx<\/a>\r\n\r\nIn Modified Block Format, the body of the letter is written on the left margin, but the date, closing, and the signature line are just a little to the left of the center. \u00a0See this file as an example:\r\n\r\nhttps:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Letter+Modified+Block+Format.docx<\/a>\r\n\r\nNote that neither letter is right margin justified. \u00a0The right edges of both letters show a ragged edge.\r\n\r\n \r\n

            We will write all letters in a block format.\u00a0<\/strong><\/p>\r\n","rendered":"

            Regardless of the more popular methods of\u00a0communication, such as e-mail and other\u00a0social media\u00a0exchanges, letters remain the most formal and legal type of written business communication. Five\u00a0types of business letters are thank you letters, claim letters, adjustment letters, inquiry letters, and\u00a0transmittal letters.\u00a0These letters can be written in a direct approach or\u00a0an indirect approach.\u00a0Most\u00a0claim letters, inquiry letters, and transmittal letters are written in a direct approach, where the writer refers to background, stating\u00a0his\/her purpose for writing in the opening sentences of the first paragraph.\u00a0\u00a0The indirect approach is used for\u00a0letters\u00a0that\u00a0have\u00a0negative messages.\u00a0These types of letters are letters that deny requests, such as\u00a0adjustment letters that\u00a0deny claims or letters that\u00a0deny employment applications.\u00a0After \"Letterreferring to background, the writer using the indirect approach adds a disclaimer that is intended to\u00a0intended\u00a0to soften a negative\u00a0decision. The second paragraph states and\u00a0explains the purpose of the decision. This arrangement\u00a0is a\u00a0respectful, professional way to deliver a negative message.<\/p>\n

             <\/p>\n

            A thank you letter expresses a simple thank you\u00a0for a favor, gift, etc.\u00a0An acknowledgment of accepting a request to do something is not a thank you letter. For example, you may send a request to a motivational speaker to be the guest speaker at a seminar. After receiving the speaker\u2019s agreement to accept your invitation, you would respond with an acknowledgement of his\/her acceptance. Although you may begin this acknowledgment with a statement of appreciation, this is not a thank you letter. Rather it is a letter that acknowledges the speaker\u2019s agreement to accept your invitation. In the first paragraph, the letter expresses your appreciation and how the presentation will benefit your audience. The second paragraph will confirm the date and time of the presentation. The third paragraph will advise that a follow up communication will detail the logistics.\u00a0 End\u00a0the letter with a statement confirming\u00a0\u00a0your appreciation.<\/span><\/p>\n

             <\/p>\n

            The following outlines\u00a0Paragraph Arrangement for the different Types of\u00a0Letters:<\/p>\n\n\n\n\n\n\n
            Transmittal Letter:<\/strong><\/td>\n<\/td>\n<\/tr>\n
            First paragraph: Purpose (main point).<\/td>\nRefer to background information and the reason for the correspondence.<\/td>\n<\/tr>\n
            Second paragraph: Explanation.<\/td>\nBriefly explain the contents of the related documents\/actions that will follow the transmittal letter.<\/td>\n<\/tr>\n
            Third paragraph: Closing. <\/strong><\/td>\n\n
              \n
            1. Tell the time\/dates of the related documents\/actions can be expected. 2. Give your contact information, with a professional statement to contact you with questions or further concerns.<\/li>\n
            2. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

               <\/p>\n

               <\/p>\n\n\n\n\n\n\n
              Inquiry Letter:<\/strong><\/td>\n<\/td>\n<\/tr>\n
              First paragraph: Purpose (main point).<\/td>\nRefer to background information and the reason for the correspondence.<\/td>\n<\/tr>\n
              Second paragraph: Explanation.<\/td>\nRequest the specific information you need.<\/td>\n<\/tr>\n
              Third paragraph: Closing. <\/strong><\/td>\n\n
                \n
              1. Tell the time\/dates you expect the requested information.<\/li>\n
              2. Give your contact information, with a professional statement to contact you with questions or further concerns.<\/li>\n
              3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                 <\/p>\n

                 <\/p>\n\n\n\n\n\n\n
                Claim Letter:<\/strong><\/td>\n<\/td>\n<\/tr>\n
                First paragraph: Purpose (main point).<\/td>\nRefer to background information and your claim.<\/td>\n<\/tr>\n
                Second paragraph: Explanation.<\/td>\nExplain how you expect the problem to be resolved.<\/td>\n<\/tr>\n
                Third paragraph: Closing. <\/strong><\/td>\n\n
                  \n
                1. Tell the time\/dates you expect a response, informing you of a decision.<\/li>\n
                2. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\n
                3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                   <\/p>\n\n\n\n\n\n\n
                  Adjustment Letter (Positive):<\/strong><\/td>\n<\/td>\n<\/tr>\n
                  First paragraph: Purpose (main point).<\/td>\nRefer to background information and tell your decision to honor the claim.<\/td>\n<\/tr>\n
                  Second paragraph: Explanation.<\/td>\nExplain how you will honor the claim.<\/td>\n<\/tr>\n
                  Third paragraph: Closing. <\/strong><\/td>\n\n
                    \n
                  1. Tell the time\/dates the adjustment can be expected.<\/li>\n
                  2. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\n
                  3. Add a simple: Thank you. (The Thank you could be added as an abbreviated paragraph).<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                     <\/p>\n

                     <\/p>\n\n\n\n\n\n\n
                    Adjustment Letter (Negative):<\/strong><\/td>\n<\/td>\n<\/tr>\n
                    First paragraph: Background\/Disclaimer<\/td>\nRefer to background information and briefly make a disclaimer to soften the negative decision.<\/td>\n<\/tr>\n
                    Second paragraph: Purpose\/Explanation.<\/td>\nTell the decision not to honor the claim and explain the decision.<\/td>\n<\/tr>\n
                    Third paragraph: Closing. <\/strong><\/td>\n\n
                      \n
                    1. Give your contact information, with a professional statement to contact you if there are further questions or concerns.<\/li>\n
                    2. Add a simple statement of apology.<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                       <\/p>\n

                       <\/p>\n\n\n\n\n\n
                      Thank You Letter: <\/strong><\/td>\n<\/td>\n<\/tr>\n
                      First paragraph: Purpose (main point).<\/td>\nThe first sentence expresses a simple thank you. This is followed by one or two statements that tell how the gift will benefit its recipients.<\/td>\n<\/tr>\n
                      Second paragraph: Closing.<\/td>\nConfirm your appreciation.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                       <\/p>\n

                       <\/p>\n

                      Formats for Letters<\/h2>\n

                      Two popular formats for writing letters are the Block Format or the Modified Block Format. \u00a0In a Block Format, the entire letter is written on the left margin. \u00a0See this file as an example:<\/p>\n

                      https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Letter+Block+Format.docx<\/a><\/p>\n

                      In Modified Block Format, the body of the letter is written on the left margin, but the date, closing, and the signature line are just a little to the left of the center. \u00a0See this file as an example:<\/p>\n

                      https:\/\/s3-us-west-2.amazonaws.com\/oerfiles\/technical+writing\/Example+Letter+Modified+Block+Format.docx<\/a><\/p>\n

                      Note that neither letter is right margin justified. \u00a0The right edges of both letters show a ragged edge.<\/p>\n

                       <\/p>\n

                      We will write all letters in a block format.\u00a0<\/strong><\/p>\n

                      <\/p>\n\n\t\t\t

                      \n\t\t\t

                      Candela Citations<\/h3>\n\t\t\t\t\t
                      \n\t\t\t\t\t\t
                      \n\t\t\t\t\t\t\t
                      CC licensed content, Shared previously<\/div>