Advanced Technical WritingMeeting 2Writing Letters(Format, Tone, and Style)*

*Types of LettersCover LetterAcceptance LetterAcknowledgment lettersAdjustment letters Application letters Complaint lettersCorrespondence good news and bad news letters Inquiry letters and responses Reference letters ( Recommendation letter)Refusal letters Resignation lettersTechnical information letters

*Letter FormatBlock StyleModified Block StyleSemi-blocked Style

1. Block Style(Simplified) Letter FormatSAMPLESignature Block: Align this with the Complimentary Close. Leave four blank lines to sign your name. Dont forget to sign your name exactly as you typed it. Your title is optional and depends on the relevancy and degree of formality you need or want to establish.

Source:http://jobsearchtech.about.com/od/letters/l/bl_mblock_p.htmLetter headEverything flush to left margin with no indents.*

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2. Modified Block Style Letter FormatSAMPLEParagraphs are not indented; however, these parts of the letter are centered:Senders return addressDate letter writtenComplimentary closing Senders signature/title

http://www.englishplus.com/grammar/00000144.htm*

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Company Logo or Letterhead

March 15, 2007

Mr. John Smith, Director of OperationsSomeGroup Group100 SomeStreet DriveSometown, Alabama 34567

Dear Mr. Smith:

Thank you for your inquiry about Semi-Block format for letters. What follows is a quick summary of the format and the conventions it uses.

Semi-block format or style is frequently called modified semi-block because it is a slightly less formal modification of full block format. This letter style places the date line in alignment with, or slightly to the right of dead center. Another option for placing the date line in semi-block is flush right. Similar to full block, semi-block places the inside address, salutation and any end notations flush with the left margin. However, unlike full block, each body paragraph of semi-block is indented five spaces. The complimentary close and signature block are aligned under the date.

This page illustrates the spacing and layout of semi-block format. Both full block and semi-block formats generally contain all of the necessary parts of a letter.

Sincerely yours ,

Dr. Sheila Carter-Todd3. Semi-block Style Letter FormatSAMPLEIndent paragraphs 5 spaces. Everything else is flush at the left margin.*

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*InstructionsEstablish your objectivesDetermine your readers attitude and needsPrepare an outlineWrite the first draftAllow a cooling periodRevise the draft

*Tips & HintsTone: Imagine the reader sitting across the desk

Keep the language neutral Careful choice of words

Use appropriate tone

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Instead ofsayWe cannot do anything about your problem.Unfortunately we are unable to help you on this occasion.This problem would not have happened if you had connected the wires properly.The problem maybe solved by connecting the wires as shown in the handbook.Your televisions guarantee is up, so you will have to pay for it to be fixed.Your televisions guarantee has ended, so unfortunately you must bear the cost of any repairs.I am writing to complain because I was very unhappy with the way I was treated in your store today.I was most unhappy with the standard of service I received in your store today.

Here are some expressions to avoid in your business writing;Your failure to reply You did not see We must insist You should not expect to Your refusal to co-operate You have ignored This is not our fault I can assure you You failed to I have received you complaint

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Write naturally and sincerely

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Instead ofSay I have pleasuring in informing you. I am pleased to tell you.We do not anticipate any increase in prices.We do not expect prices to rise.I should be grateful if you would be good enough to advise us.Please let me know.Please favour us with a prompt reply

Please revert to us soonestI hope to receive a prompt reply

I hope to hear from you soon

So many young people with so many old-fashioned expression

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Instead ofsayWe refer to your letter of 21st January 2015.Thank you for your letter of 21st JanuaryAs spoken in our telephone today.Thank you for calling me this morning.Please revert to me soonest possibleI hope to hear from you soon.Should you require any further clarification please do not hesitate to contact the undersigned.Please give me a call on 021-888555 if you have any question.

Lets get more active

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Instead ofsayArrangements have been made for a repeat order to be dispatched to you immediately.I have arrange for a repeat order to be sent to you today.The cause of your complaints has been investigated.I have looked into this matter.The seminar will be conducted by Brian Adam Brian Adam will conduct the seminar.Sales of the XT100 have exceeded al expectations.XT100 sales have gone sky high.

Passive voice usage

It may be better to make a particular important noun the subject of the sentence, thus giving extra emphasis.

Example: it would be better to say:Our restaurant has been recommended by all the leading hotels in Bali.This emphasis our restaurant rather than:All leading hotels in Bali recommended our service.*

When you want to place the focus on the action, not the actor Example: The noise was heard all over the island.

When you want to hide something or when tact is important.Example: an unfortunate mistake was made.*

*Cover Letter Letter of application (cover letter) is a sales letter Main Objective is to get the job interviewIdentifies the item being sentThe person to whom it is being sentThe reason for sending it

*Cover LetterEach letter should also make specific references to the company and indicate your knowledge of and interest in the work the company is currently doing. The cover letter also allows you to highlight the most important and relevant accomplishments, skills, and experience listed in your resume.

*Cover LetterShould provide the following informationIdentify an employment area Point out your source of informationSummarize your qualificationRefer the reader to your rsumAsk for interview

*Content of the Cover Letter In the first paragraph, you should state what job you are applying for and how you learned about it. You should also state your general qualifications for the job.Pick out the most relevant qualifications listed in your resume and discuss them in detail Be as specific as possible, and refer the reader to your resume for additional details. State where and when you can be reached, and express your willingness to come to an interview or supply further information.

*Cover Letter ExampleJohn Jackson 34 Second StreetTroy, New York 12180October 4, 1999

Mr. James RobertsRecruiting CoordinatorDepartment DRR 1201Database CorporationPrinceton, New Jersey 05876

*Cover Letter Example Continue Dear Mr. Roberts:

Your advertisement for software engineers in the January issue of the IEEE Spectrum caught my attention. I was drawn to the ad by my strong interest in both software design and Database.

I have worked with a CALMA system in developing VLSI circuits, and I also have substantial experience in the design of interactive CAD software. Because of this experience, I can make a direct and immediate contribution to your department. I have enclosed a copy of my resume, which details my qualifications and suggests how I might be of service to Database.

*Cover Letter Example ContinueI would like very much to meet with you to discuss your open positions for software engineers. If you wish to arrange an interview, please contact me at the above address or by telephone at (518) 271-9999. Thank you for your time and consideration. Sincerely yours,

Joseph Smith

*Acceptance LettersThis letter is written in order to accept a received job offer. It should be written within a week of receiving the offer. The format is as follow

*Acceptance Letters Example230 Elnaser St.Gaza, Palestine19/8/2004Dr. Basil HamedGeneral ManagerMechatronics Company22 Omer Al-moktar St.Gaza, Palestine Dear Dr. hamed:

I am very happy to accept your offer for a position as a computer engineer at asalary of $1200.00, per a month.Since graduation in July 25, I plan to move to Gaza from Khan Younes this month. Ishould be locating to a suitable living accommodation within a week and be ready toreport for work on Saturday, August 26th. Please let me know if this date OK to you.I look forward to work for you and join a great team.Sincerely,Ahmed AliAhmed Ali

*Acknowledgment LettersIn this letter you acknowledge receiving an item (letter, box, or something). It serves as a good public relation practice. In this letter you mention what and when items are received in a short and polite manner.

*Acknowledgment Letters ExampleRocky Tech Corp.112 Jamal Abed Nasser St.Gaza, PalestineOctober 3, 2004

Mr. Ayman Majeed, Salesman 102 Mannara Square Ramalla, Palestine Dear Mr. Majeed:

I received your shipment of ten digital multimeters today; the shipment seemsTo be complete and in good shape. Thank you for sending it on time.After the multimeters passing our tests, we will send you a check with the lastpayment covering the cost of this purchase.

Sincerely,Ahmed Ali,General Manager

*Complaint LettersWhen customers are not satisfied with goods and services that are offered by businesses, they write complaint letters asking for fixing these situations. In order to be more effective, the tone of the letter should not be angry. In order to obtain a positive response, you should not vent your anger in the letter. You should state your claim supported by factual evidence and ask for adjustment.

*Complaint Letters ExampleIslamic University of GazaMajed ImranPO Box 108, Kan Yunis, Palestine Gaza, Palestine28, June, 2006Attention: ECE Department Head

On June 16, I filed for an incomplete grade in the Power Systems course. All the supporting items were attached which included a medical doctor report, medicalprescription, and the hospital check out papers.

On June 23 I received a denial for my incomplete application without any explanation.I immediately contacted the department with a note explaining my situation. Not onlyI received no explanation but also I was advised to just forget about it.

Please either send me a explanation for the denial or else advise me with the stepsand procedures that I need to take to fix this problem.Sincerely,Majed Imran5th year Electrical Engineering student

*Correspondence LetterThe Correspondence Latter Can be:Good news LetterBad news Letter

*Good News LetterGood newsExplanation or factsGoodwill

*Good News Letter ExampleGood NewsPlease accept our offer for the position of assistant professor in the department of electrical engineering at IUG.Explanationif the terms we discussed in the interview are acceptable to you, please come in at 9:30 a.m. on September 5, at that time we will ask you....Goodwill exampleEveryone here at IUG is looking forward to working with you. We all were very favorably impressed with you during the interview

*Bad News LettersBufferBad newsGoodwill

*Bad News Letters ExampleBuffer Thank you for your time and effort in applying for the position of assistant professor in the department of electrical engineering at IUGBad NewsSince we need someone who can assume the duties here with experience, we have selected an applicant with over ten years of experience.GoodwillI am sure that with your excellent college record you will find a position in another University.

*Inquiry LetterTwo types:

Provides benefit to the reader Example: Asking about a product the company recently advertised

Provides benefits to the writer Example: Asking the public utility for information on energy-related project you are developing

*Inquiry LetterObjective: to obtain, within a reasonable period of time, answers to specific questions.

*Sample Letter of Recommendation XYZ Company123 XYZ Way New York City NY 12345(123) 555-0000 Fax (123) 555-0001February 1, 2000To Whom it May Concern:I've been Holly Smith's manager for over six years. While I wish her only the best and fully understand that shemust advance her career, I'm truly sorry to see her go. It has been a pleasure having her on my team.Holly is a professional technical writer of the highest caliber, who meticulously researches, formats, edits andproofs her documents. I've received many compliments from customers who rely on Holly'sdocumentation. Management and personnel in tech support, engineering, technical training, and otherdepartments praise her work.Holly is an innovative self-starter, who rarely needs supervision. She is punctual and typically exceedsexpectations. She handles pressure well, and will voluntarily work overtime and take work home to meet adeadline. For example, we received a rush order from one of our customers for a complex product modification,including critical user documentation. Holly not only made the extremely tight deadline, but beat it; yet she stillproduced a stellar, technically-accurate addendum for the standard user manual. Sales, marketing, training andengineering were quite pleased with Holly's performance in this crunch. Even our CEO was impressed, and ourcustomer was ecstatic. This is just one example among many of Holly's superior skills and admirable work ethics.Holly is an invaluable asset to any technical communications department, and I highly recommend hiring her. Ifyou'd like to discuss her attributes in more detail, please don't hesitate to contact me.Sincerely,[Signature]John DoeManager, Technical CommunicationsExt. 245, jdoe@xyzco.com

*Resignation Letter Sample [Your Name][Street City State Zip Code][Phone # Fax phone # Messages phone # Email][Date today][Recipient's name][Company name][Address]

Dear [Recipient's name]: Please accept this letter as my formal notice of resignation from [Company name], effective [date, two weeks from date above]. The associations I've made during my employment here will truly be memorable for years to come. I hope a two-week notice is sufficient for you to find a replacement for me. If I can help to train my replacement or tie up any loose ends, please let me know. Thank you very much for the opportunity to work here.Sincerely,[Sign here][Your name, title]

*Retirement Letter Sample Your NameYour Address Your City, State, Zip Code Your Phone Number Your Email

Date Name Title Organization Address City, State, Zip Code Dear Mr./Ms. Last Name: I would like to inform you that I am retiring from my position with Smith Agency, effective August 1. Thank you for the opportunities for professional and personal development that you have provided me over the years. I have enjoyed working for the agency and appreciate the support provided me during my tenure with the company. While I look forward to enjoying my retirement, I will miss working for the company. If I can be of any assistance during this transition, please let me know. Your Signature Your Typed Name

*Homework

Due Next Thursday

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