Letters are more formal and personal than an email or memo, and should be used in the following situations (Lannon, pg. 371):
- To personalize your correspondence, conveying the sense that this message is prepared exclusively for your recipient
- To convey a dignified, professional impression
- To represent your company or organization
- To present a reasoned, carefully constructed case
- To respond to clients, customers, or anyone outside your organization
- To provide an official notice or record (as in a letter announcing legal action or confirming a verbal agreement)
Your approach to writing your letter will be based off your audience and purpose. Also, most workplace letters have the same format. The standard pieces of your letter will be the heading and date (normally on company letterhead), an inside address (the recipient's address), a salutation (begins with "Dear" and ends with a colon), body text, a complimentary closing ("Yours truly" and "Sincerely" are most common), and your signature. There are also some optional pieces that you can add to your letter, which include an attention line (replaces a salutation; when you write to an organization), a subject line (catch a busy reader's attention), a typist's notation, an enclosure notation, a copy (or distribution) notation, and a postscript.
A couple of different elements will make your letter more appealing as well. Using the correct letter format, and also utilizing a digital template are helpful. You should also consider using quality stationary, in addition to making your margins and spacing uniform. Add headers for pages after your initial page, citing the recipient, date, and page number. The envelope is also critical-- it should be the same quality as your stationary.
When writing your letter it is important to maintain a "you" perspective, where you are prioritizing your reader's needs, wants, and feelings. You should also be polite and tactful; if you express criticism, do it in a way that conveys a sense of trust in the recipient. In addition, you should use plain English-- don't speak down to your reader. Your writing should flow naturally, like a conversation. It's best to use a direct approach most of the time, but when you are conveying bad information, take an indirect approach, and be as brief as possible.
Global and ethical considerations should also be made because a poorly written letter can damage working relationships with members of foreign companies.
Bad news is a fact of life, and just as heavily present in the workplace. Consider the following suggestions. Don't delay giving the news because it may be uncomfortable. Set a considerate tone, but give a clear and honest explanation. And also, when apology is necessary, give it immediately-- it's best to place an apology upfront. It's best to use a passive voice, and also don't explicitly blame the reader by placing "you" in front of statements. Your tone should be friendly and personal, while still taking into consideration your format and medium.
There are also several types of letters that are most common, and it's best to know the definition of each. An inquiry letter asks a question and requests a reply. Claim letters request adjustments, or they complain about a particular issue. Sales letters are persuasive by nature, and convince a current or potential customer to buy a company's product or try its services. Adjustment letters adress claims made against the company.
Group Discussion Question: I find it interesting that the book suggests using personal, "you" language when writing letters. In most letters I have read at my work, formal tone is used. Do you agree with what the book suggests?
No comments:
Post a Comment