NOTE: The three-paragraph letter format may be changed, if you feel you need four paragraphs. Date. Paragraph #1. Paragraph #2. Paragraph #3.

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Dulcie Ramsey
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1 J Dran 1 Crrespndence Frmats/Guidelines Please use these guidelines as just that guidelines. Please amend these frmats using yur wn discretin based n cntext, audience, and ther rhetrical needs. Fr all types f crrespndence D nt assume a name is masculine r feminine. Be cautius and err n the side f frmality. Make sure yu include yur cntact infrmatin. If yu are using a letterhead, yu are including yur cntact infrmatin there. If yu are nt using a letterhead, include yur address and cntact infrmatin at the tp r after yur name at the bttm. Make sure yu leave rm fr yur signature between the clsing and yur printed name. NOTE: The three-paragraph letter frmat may be changed, if yu feel yu need fur paragraphs. Cver Letter Get int the habit f using a letterhead fr every crrespndence. Unifrmity is great. Make sure yu include a title. This means yu must research the individual and the cmpany. It is assumed that yu will d s. Paragraph #1 is where yu let the cmpany and reader knw that yu have researched their cmpany. State smething pertinent and in gd taste abut the cmpany. Fr example, what drew yu t this cmpany? Paragraph #2 is the meat f the resume. This is where yu shw yurself in a way yu cannt in the resume itself. Paragraph #3 is t be practive. Take the initiative; let them knw when yu will be calling and why. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name typed here

2 J Dran 2 Persuasive Letters Persuasive letters are naturally written t persuade an individual and/r a cmpany/rganizatin. Persuasive letters require care in getting and maintaining the reader s attentin. Paragraph #1 is where yu find and make a cnnectin with yur reader(s). In rder t write a persuasive letter there must be sme type f cnnectin between the writer and the reader. Hw can yu engage yur reader s paths and eths? Additinally, yu must make yur purpse very clear here. Paragraph #2 is where yu give the necessary infrmatin/ details t yur reader(s). Give nly the needed infrmatin, but make sure yu give it all. Paragraph #3 is where yu again engage yur readers t be sympathetic t yur need/ cause. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name typed here Examples f persuasive letters include cver letters, sales letters, cmplaint letters, and thers. Cver Letters: (Described n previus page) Sales Letters: In such letters yu may be trying t get an individual/cmpany t g int business with yu, display yur gds, etc. Cmplaint Letters: In such letters yu are attempting t reslve an issue imprtant t yu/ yur cmpany.

3 J Dran 3 Respnse Letters Respnse letters are written t respnd t a letter received frm smene else. Paragraph #1 shuld directly address the request. This way yur reader knws that yu understand him r her cmpletely. Whether yu will answer yes r n, yu shuld thank the persn fr his/her interest. Paragraph #2 shuld answer the request: Here yu will give a yes r a n answer. This must be dne prfessinally. In ther wrds, n matter what the request is, hw prfessinal r unprfessinal the request and/r language may be, yu are t respnd prfessinally. Yu shuld give a clear reasn fr any refusal f the request. Yu d nt have t give details, but yu may. Again, be prfessinal. If yu agree t the request, Paragraph #2 is where yu will agree, answer any questins, and ask fr any further infrmatin. Paragraph #3 shuld wrap things up prfessinally. If yu are refusing the request, then plitely end the cnversatin. If yu are accepting the request, then let them knw yu are lking frward t wrking with them. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name typed here

4 J Dran 4 Cmplaint Letters There are tw types f cmplaint letters: letters yu write t cmplain abut an issue and respnses t cmplaint letters written t yu/yur cmpany. Cmplaint letters written by yu/yur cmpany? Paragraph #1 is where yu will shw yur reader(s) that yu are being prfessinal in yur request(s). Yu will want t clearly state the prblem, up frnt. Depending n the degree f cmplaint, yu may want t begin with a psitive sentence. Paragraph #2 is where yu will present all the details and give at least ne example f the situatin/prblem. At the end f this paragraph yu must clearly state what it is yu expect in return. Paragraph #3 is where yu will thank them fr fulfilling yur request (practive apprach) and let them knw when yu expect t hear frm them. Cmplaint letters respnded t by yu/yur cmpany. Paragraph #1 is where yu will shw strng eths t yur reader: D yur best t guarantee speedy and appease yur reader. D nt lie; d nt g against cmpany plicy. Paragraph #2 is where yu will address the details f the cmplaint. If the cmplaint is justified, explain what and hw yu will make amends. If the cmplaint is nt justified, explain hw and why it is nt justified (i.e., cntract has been signed, warranty is expired, etc.) Paragraph #3 is where yu will, again, use language that will appease yur reader. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name typed here

5 J Dran 5 Order Letters (r Purchase Orders) Order letters are direct and t the pint. The purpse is t rder material yu/yur cmpany needs. Order letters and purchase rders act as legal prf f transactin between a business and a custmer/vendr. Paragraph #1 includes intrductry infrmatin and a bulleted list f the materials required. Paragraph #2 shuld include any special requests and a thank yu. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name and title typed here

6 J Dran 6 Acknwledgement and Thank Yu Letters Acknwledgement and Thank Yu Letters are written t d just that: give acknwledgement r thank a persn/ cmpany. Paragraph #1 is where yu will detail the reasn fr the acknwledgement/thank yu. Paragraph #2 is where details f the acknwledgement are made and where any prmtins, etc. are detailed. Paragraph #3 is a shrt clsing, summing up the purpse f the letter. Cmpany/Organizatin Dear (Apprpriate salutatin here): Clsing, Yur name typed here

7 J Dran 7 Mem Mems are a different breed f crrespndence. They are much mre right-t-the-pint and very cncise. A mem shuld always right away present the purpse f the writer. The layut f a mem must include Mem centered. It must als include, T, Frm, and Re, in that rder. Paragraph #1 is where yu will explicitly state the purpse f yur dcument. This is nt the place t make cnnectins, r visit. Mems are nt like letters in this respect. Paragraph #2 is where yu place all the details. A bulleted list ften wrks best here. Paragraph #3 (and mre, if necessary) is where any additinal infrmatin is stated. Infrmatin that is specifically necessary t carrying ut the request f the mem must nt be placed this late in the mem, but shuld instead be included in the first r secnd paragraph. Remember that a mem is usually given t initiate actin and/r t prvide infrmatin necessary t successful actin. Instead f a clsing and a signature, a mem needs the authr s/authrs initials signed ver the printed name(s). : T: Frm: Re: Mem

POLICY AND PROCEDURE:

POLICY AND PROCEDURE: EMAIL ETIQUETTE EMAIL ETIQUETTE 1. Use a standard black fnt (e.g. Arial) n a plain white backgrund; 2. Use a curteus greeting and clsing; 3. Make yur email cncise, clear, factual