QUALITIES OF EFFECTIVE LETTERS

What makes a letter effective?

Ms. Vini’s Class

Ten Requirements of Effective Letters:

Creates a favorable first impressionAppeals to the reader’s point of viewIs correct in every detailIs courteous, friendly and sincerePromotes goodwillIs clear and completeIs concise Holds togetherIs well paragraphedAvoids jargon

Some factors in creating a favorable first impression

The quality of the stationeryThe attractiveness of the letterheadThe neatness of the typingThe form of the letter

APPEALS TO THE READER’S POINT OF VIEW

Please send us your check for $16.89 so that we may balance our books.

Your check for $16.89 will balance your account and help you to maintain your good credit standing.

IS CORRECT IN EVERY DETAIL

CARELESSNESS:Typographic errors: wrong letters, strikeovers, errors in spacing.Uneven typing: some letters light, others darkPoor margin balance: top and bottom and right and left sides out of balancePoor erasing

IS CORRECT IN EVERY DETAIL

FAILURE TO CONSULT REFERENCE SOURCESMisspelled words and namesall misspeling are serious; misspelled names are unforgiveable

Errors in selection of wordsErrors in dates and figuresErrors in capitalization

PROMOTES GOODWILL

Good Products or ServicesEthical ConductSuperior Service to CustomersPrompt Attention to Details, such as

CORRESPONDENCE

IS CLEAR AND COMPLETE

It is obligatory that you confirm this outstanding indebtedness and, if no discrepancies exist, that you expedite remittance

Please let us know if your records and ours do not agree. If you find that they do, won’t you send us your check right away.

IS CONCISE

Please send me a pair of desert sandals advertised in last Sunday “Sacramento Bee”. My check is enclosed.

Please send me a pair of blue desert sandals in size “8” advertised in last Sunday “Sacramento Bee”. My check is enclosed.

HOLDS TOGETHER

LINKING WORDS

However Therefor

e

Of coursenext

nevertheless

Etc.

Dude, those are linkin’ word not linkin’ park, yunno!!!!

IS WELL PARAGRAPHED

Convey only one principal idea in a paragraphHold paragraph to not more than six or eight typewritten lines.Don’t overparagraph.The typical full-page letter contains three or four paragraphs.

DO THE APPLICATION

EXERCISES ON PAGES 51-52,

PLEASE!!!!!!!!!!!!