C HAPTER 6 Routine Letters Ch. 6-1. W RITING P LAN FOR I NFORMATION R EQUEST Opening:Ask the most important question first or express a polite command.

CHAPTER 6

Routine LettersCh. 6-1

WRITING PLAN FOR INFORMATION REQUEST

Opening: Ask the most important question first or express a polite command.

Body: Explain the request logically and courteously. Ask other questions

if necessary.

Closing: Request a specific action with an end date,

if appropriate, and show appreciation.Ch. 6-2

IMPROVING OPENERS FOR ROUTINE REQUEST LETTERSWeak:

I’ve been given the task of locating a convention site for my company’s meeting. I’ve checked a number of places, and your hotel looks possible.

Improved:

Will you please answer the following questions regarding possible accommodations at the Fairmont for a conference in May.

Ch. 6-3

IMPROVING OPENERS FOR ROUTINE REQUEST LETTERSWeak:

While reading MacLean's magazine, I noticed an offer of a free video describing your organization.

Improved:

Please send me your free video describing your organization.

Ch. 6-4

IMPROVING OPENERS FOR ROUTINE REQUEST LETTERSWeak:

I am conducting a training class for students of photography at our Winnipeg training center, and I saw a picture that we would like to use in our program.

Improved:

What is the procedure for ordering a copy of a photograph to be used for training purposes?

Ch. 6-5

IMPROVING CLOSINGS FOR ROUTINE REQUEST LETTERS

Weak:

Thanks for any information you provide.Improved:

We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference.

Ch. 6-6

IMPROVING CLOSINGS FOR ROUTINE REQUEST LETTERS

Weak:

Hoping to hear from you at your earliest convenience.

Improved:

Please send the video by August 15.

Ch. 6-7

IMPROVING CLOSINGS FOR ROUTINE REQUEST LETTERS

Weak:

Thank you for your cooperation.Improved:

Your answer to my inquiry will help me make my printer choice. Thanks!

Ch. 6-8

PARTS OF A BUSINESS LETTER

Ch. 6-9

Letterhead Peerless Graphics 893 Dillingham Boulevard

Stony Plain, AB T6K 5L9

line 12 or 2 lines below letterhead

Dateline September 13, 200x

2 to 10 lines

Inside Mr. T. M. WilsonAddress Visual Concepts Enterprises 1256 Lumsden Avenue

Nordegg, AB T0M 3T0 1 blank lineSalutation Dear Mr. Wilson:

PARTS OF A BUSINESS LETTER(CONTINUED)

Ch. 6-10

1 blank line

Subject Line SUBJECT: BLOCK LETTER STYLE 1 blank line

Body This letter illustrates block letter style, about which you asked. All typed lines begin at the left

margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower.

In modified block style, the dateline and closing lines are started at the center instead of at the left margin.

PARTS OF A BUSINESS LETTER(CONTINUED)

Ch. 6-11

If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. Most readers will recognize a statement in this position as the subject without an identifying label. The complimentary close appears two lines below the end of the last paragraph.

1 blank line

Complimentary Sincerely,Close 3 blank lines

PARTS OF A BUSINESS LETTER(CONTINUED)

Ch. 6-12

Signature Mark H. WongBlock Graphics Designer 1 blank line

Reference MHW:pilInitials

WRITING PLAN FOR AN ORDER REQUEST

Opening: Authorize purchase of items. Suggest method of shipping.

Body: List items vertically. Provide quantity, order number, description, and unit price.

Closing: Request shipment by a specific date. Tell method of payment. Express

appreciation.Ch. 6-13

WRITING PLAN FOR SIMPLE CLAIM

Opening: Describe clearly the desired action.

Body: Explain the nature of the claim. Tell why the claim is justified. Provide

details regarding action requested.

Closing: End pleasantly with a goodwill statement. Include end dating if appropriate. Ch.

6-14

WRITING PLAN FOR GRANTING A CLAIM

Subject Line Identify previous correspondence(optional):

Opening: Grant request or announce adjustment immediately

Body: Provide details about how you are complying with the request. Try to regain the reader’s confidence. Include resale or sales promotion if appropriate.

Closing: End positively with forward-looking thought or express confidence in future

business dealings.

Ch. 6-15