Letters: The Direct Approach

Week 2, Part 1

Today

1. How to structure a letter2. The direct approach3. First assignment: details

Classes

1. Grammar-rama2. Slideshare.net/janegriffith

Grammar-Rama

Contractions make writing informal.Examples:Don’tCan’tWon’tIsn’tHadn’tShouldn’tShe’sI’m

Grammar-Rama

Don’t use contractions in academic writing

Avoid if possible—easy way to make writing formal

Assignment Details

Peer edit due: January 13 Final version: January 18 Write a letter using format discussed

today Letter should be 200 words Choose scenario 2, 3, 4, or 5 from page

87 in the textbook

Letters

When have you written a formal letter before?

Letters

Sample: page 89 Direct (good news or neutral news) Indirect (bad news or refusal)

Letters

Use block format

Letters: Format

Eight Parts1. Writer’s address2. Date3. Reader’s address4. Subject line5. Salutation6. Body7. Complimentary close8. Enclosures (if any)

Addresses: General

Do not use the number sign (#). Use a hyphen between an apartment or unit number and the street address 307–460 Bay Street.

Attach a letter to a unit number without a space: 42A (for an apartment) or 36A Avenue.

Use two spaces between province and postal code AB T2H 0X2

Use 1 space between 2 units of postal code Y2K 2C6.

Your Address

Usually left-aligned (but centred if using a logo) Do not include your own name Make it balanced with other address

1)      the street address: 2673 Bay Street

2)      the city province postal code: Victoria BC V8A 3C6

3) country (only if the letter is going outside of country of origin)

Date

Date should be closer to the return address than it is to the inside address.

Two returns below the return address and six returns above the inside address (can be manipulated)

Write out the month, and use a comma between the day and the year: September 14, 2004.

Reader’s Address

1.      recipient’s name 2.      recipient’s position 3.      company or institution name 4.      street address 5.      city province postal code 6. country if letter is going out of

country

Addresses: Exercises 1 and 2

Salutation

• Recipient’s name

• Get attention

• Show respect

• Never use “to whom it may concern” or

“Dear Sir/Madam”

•If no name, use a general title: Dear Recruiting Officer, Dear Human Resources Manager

Subject Line

•After the salutation (though textbook shows before)

•Optional

•Helps the reader sift through quickly/categorize

•Capitalize words in the subject line

Exercise: Effective Subject Lines

Complimentary Closing

•Examples:•Regards•Yours truly (notice second word is not capitalized)•Thank you•Sincerely

•Use a comma after•Handwrite your signature above your typed name. •Put your position below.

Complimentary Close

• Someone else has typed your letter?• a secretary’s block should appear two

returns below the signature block: the signatory’s initials in upper case letters followed by a colon or a slash and then the secretary’s initials in lower case. RVP: clm

Enclosures (If any)

•Additional information attached to letter? Note this down.

•Write “Encl.:” at the bottom right of the page and list the name(s) of the enclosures

Body Paragraphs

•Letter should be no longer than one page•Paragraphs: aim for 3-5 in a letter•First paragraph

•Short•Introduce yourself and the purpose

•Middle paragraph(s)•Give details

•Final paragraph•Remind reader of the message, thank the reader, and provide contact information.

Body Paragraphs: Exercise

Exercise: Choose ONE scenario from 79-81 and fill bulleted details under each paragraph heading

Assignment Details

Peer edit due: January 13 Final version: January 18 Write a letter using format discussed

today Letter should be 200 words Choose scenario 2, 3, 4, or 5 from page

87 in the textbook

Assignment Expectations

Free of grammatical errors Follows guidelines exactly

Tips

Write short, well-organized, coherent paragraphs. Use transitions.

Eliminate vague phrases such as “Thank you for your time,” inflated language such as “Employees are importuned to safeguard the security of the college’s chattels,” and empty expressions such as “due to circumstances beyond our control.”

Remember that appearance matters. Balance your document both vertically and horizontally on the page.

Don’t forget to sign your letter.

Avoid exchange of more letters with plenty of detail “Please send me information on scanners.” “Please send me information on scanners

that would work with my Mac G3. My operating system is 8.5, and I have 98 MB of built-in memory. My budget is $500.”