|
Letter Writing Hints and Helps to incorporate into your cover letter:
~Use a full block style (everything aligned along the left margin) to
be more professional. See
sample PDF. (this example does have problems so don't use it as your
guide)
~Don't forget to include an inside address.
~Include both the person's name and title in the inside address.
~Use a colon after the salutation (again, more professional).
~Be sure and give your contact information in the final paragraph.
~Don't forget to sign your name with a pen. Don't just leave the 3 spaces
blank between Sincerely and your printed name.
~Avoid contractions to present a more formal English approach.
~If your letter exceeds one page, be sure and include page numbers ( page
2 of 2) and your name and one form of contact (phone number).
Letters are a basic means of communication.The steps to writing an
effective letter are simple:
1. analyze your audience
(Who am I writing to? What relationship do I have with them? How formal
does this letter need to be?)
2. determine your purpose
(Is this letter to apply for a job? Is this letter to a representative
of another company? Is this letter positive or negative?)
3. gather your information
(Are all my facts correct? Do I need examples to make my point? Do I need
statistics or data?)
4. write a draft
5. revise and polish
Remember: NO TYPOGRAPHICAL/MECHANICAL/GRAMMATICAL ERRORS
In regards to letter writing in general, think about the following
ten points:
1. Effective letters are accurate and complete as well as direct, coherent
and concise.
2. Letters are written for a specific audience.
3. Letters should appear neat and professional.
4. The introduction of a letter identifies its subject or purpose.
5. The body of a letter should logically discuss each topic beginning
with the topic deemed most important from the reader’s point of view.
6. The conclusion of a letter should contain a courteous closing. If requesting
action, the conclusion also states what the reader needs to do. If the
letter is long, summarize the main points in the conclusion as well.
7. In letters, get to the point quickly.
8. Be aware of tone. The tone of the letter needs to fit its purpose.
Letters must convey a positive, courteous tone; a calm, respectful tone
is best.
9. Avoid clichés. They are perceived as insincere.
10. All letters should be free of errors.
Parts of a Letter:
Heading: contains your address or could be a company or personal logo
Inside address: has the name of the person you are writing along with
title and address.
Salutation:"Dear _____:" Note that a colon (:) always follows
the salutation in a business letter. When addressing a female, use Ms.
unless she specifies otherwise.
Closing: will usually be "Sincerely" and should be followed
by a comma. Your name should be printed four lines below the closing to
allow space for your signature.
Here is an example format of a business
letter in PDF writen in Full Block Style or see below for the exact
specifications:
Logo / Letterhead
Skip 5 – 9 lines
Date
Skip 1 – 3 lines
Recipient's Address
Skip 1 line
Dear Title (if known) or Mr. or Ms. _____:
Skip 1 line
Body of Letter
Skip 1 line between paragraphs
Body cont.
Skip 1 line
Closing
Skip 3 lines (to allow room for your signature)
Name
Title / Position
Skip 1 line
Initials if written by a secretary or student aid
Skip 1 line
Enclosure (if one is enclosed)
c: list of others receiving a copy of the letter (if there are other
recipients)
|