ENGL210: Technical Writing

3a. Characterize communication types according to their suitability for particular communication needs

• When is writing a formal letter appropriate?
• What are the most common formal letters and when are they most suitable to use?

Formal letters in a business and legal context demand considerations that differentiate them from other genres. However, like most business communications, they should be crisp, succinct, and accurate because readers have a limited time to read them. Recipients want to know the bottom line and how they should respond. 

Since your communication may be the first impression you make, you should write a formal letter if you have a business or legal relationship.

The most common formal letters are job application letters, inquiry letters, and complaint and adjustment letters.

Job candidates present job application letters (or cover letter) with their resume to connect their qualifications and experiences they list with the responsibilities and prerequisites in the position opening.

There are two kinds of cover letters:

• An objective letter identifies the position you are seeking, expresses your interest in having an interview, and mentions that a resume is attached.
• A highlight letter summarizes key relevant information from your resume and makes the case that you are the best candidate for the position opening.

Inquiry letters or emails are documents you send to someone who has the information you need.

There are two types of inquiry letters:

• Write a solicited inquiry when you want to learn about the products, services, or procedures a business or agency advertises. Your recipients should be prepared to respond.
• Write an unsolicited inquiry when the recipient has done nothing to prompt your inquiry. For example, you may seek help from an expert you have not met. Your recipient may not be as prepared to handle your request.

We typically send complaint and adjustment letters (and emails) in a customer service context. You may request compensation due to problems with a purchase or the services you received. An adjustment letter refers to the response you receive from a business when it cannot grant what you have requested.

To review, see Business Letters, Job Application Letters,  Inquiry Letters, and Complaint and Adjustment Letters.

 

3b. Compose and format a formal letter

• How do you format a formal letter?
• What elements comprise a formal letter?

Most formal letters include the following components:

• The heading should include the author's address and the date the letter is sent.
• The inside address presents the name and address of the recipient.
• The salutation addresses the recipient directly.
• Use a block letter format (paragraphs are not indented) and skip a line between paragraphs.
• The body includes the message you want to convey.
• The complimentary close is your sign off, such as "sincerely" or "respectfully yours".
• The signature block includes a separate line for your signature, name, and business title.
• End notations may include the word "enclosures" if additional documents are attached, or the initials of the typist.

Composing your letter should involve three steps: prewriting, drafting, and revising.

Prewriting may require outlining your potential message or free-writing your message before organizing it.

Begin drafting your message by organizing the body of your letter. Try to capture your reader's attention immediately by stating your main business, purpose, and subject matter in the first one or two sentences. If you are responding to a letter you received from the recipient, identify the letter you are referring to in the first sentence with the date it was sent.

Keep your paragraphs short, since most people read formal letters quickly. Your paragraphs may even comprise only one sentence. The first sentence of each paragraph should clearly identify the topic, followed by more information. Compartmentalize the contents of your letter into paragraphs, since each paragraph should have its own clear topic. Do not bury important information in long paragraphs.

Always close your letters with an action ending: tell your readers what you expect them to do, and by when. Be specific and clear about what you need.

Example of a Professional Letter

Review the format and composition of formal letters in Business Correspondence.

 

3c. Apply best practices to formal letters

• What are the best practices of formal letter writing?

There are several techniques for writing effective formal letters:

• Use the block-style format.
• State your purpose in the first sentence.
• Use pronouns to humanize your writing.
• Use a professional, but compassionate tone by:
  • Focusing on the reader's needs.
  • Using the active voice.
  • Apologizing when you, or your company, have done something wrong.
  • Using words, such as "regret" and "unfortunately", when delivering bad news.
  • Avoiding pompous, inflated, or legal-sounding phrasing.
  • Keeping your language plain, but avoid slang.
• Use present tense to create a sense of urgency when giving instructions.
• Write in short paragraphs or sections. Paragraphs should be three to eight lines long. Use headings if you think they will help the reader.
• Study each paragraph for its purpose, content, and function. Split paragraphs that discuss more than one thing into two. Join short separate paragraphs that do the same thing into one.
• Use bulleted lists to highlight topics and identify elements in a series, such as a set of procedures.
• The end of your letters should be action-oriented, such as identifying what you expect the recipient to do by a certain date.

Review these best practices Writing Effective Letters and Business Correspondence.

 

Unit 3 Vocabulary

• Action-ending
• Adjustment letter
• Block letter format
• Compartmentalize, paragraphing
• Complaint letter
• Complimentary Close
• End notation
• Formal letter
• Heading
• Highlight letter
• Inquiry letter
• Inside address
• Job application letter
• Objective letter
• Salutation
• Signature block
• Solicited inquiry
• Unsolicited inquiry