Types of Letters


Source: Brusaw, C.T., Alred, G.J., Oliu, W.E. (1997). Handbook of Technical Writing. (5th ed.). New York: St Martin's Press Inc.

Type Purpose Format Points to Remember
Acceptance
Letters		 Accepting a job offer
  1. Accept the job; Identify the job; State the salary.
  2. Indicate moving and reporting for work dates
  3. Conclude stating that you are looking forward to working etc.
Acknowledgement
Letters		 Letting someone know you have received something sent to you.
  1. Short, polite note mentioning when the item arrived and express thanks.
Adjustment
Letter		 Response to a complaint letter
  1. Open with whatever you believe the reader will consider good news.
  2. Explain what caused the problem.
  3. Explain specifically how you intend to make the adjustment.
  4. Express appreciation to the customer for calling your attention to the situation.
  5. Point out any steps you may be taking to prevent a recurrence.
  6. Close pleasantly. Avoid recalling the problem in your closing.
Tone is critical.
Emphasize what you are doing to correct it.
Know company's policies.
Avoid law admissible, condemning terms.
Application
Letter		 A sales letter, marketing your skills, abilities and knowledge.
  1. Identify an employment area or state a specific job title.
  2. Point out your source of information about the job.
  3. Summarize your qualifications for the job, tailored to job requirements
  4. Refer the reader to your resume.
  5. Ask for an interview, stating where you can be reached and when you will be available for an interview.
Catch the reader's favorable attention.
Convince the reader you are qualified.
Be sincere and honest.
Don't duplicate the resume.
Request an interview.
Complaint
Letters		 Customers asking that certain situations be corrected.
  1. The opening includes all identifying data.
  2. The body explains logically and clearly what happened..
  3. Conclusion should be friendly and request action.
Be sure of your facts
Include copies of any support information
Avoid overtones of accusations
Inquiry
Letters		 To request assistance, information, or merchandise
  1. Keep questions concise but specific and clear
  2. Phrase questions so that the reader will know immediately what type of information you are seeking, why you are seeking it, and how you will use it.
  3. If possible, present your questions in a numbered list.
  4. Keep questions to a minimum
  5. Offer inducement for the reader to respond
  6. Promise to keep responses confidential (where appropriate)
  7. Express appreciation
Include the address to which the material is to be sent
Improve response by enclosing a stamped, self addressed return envelope.
Reference
Letters		 Recommending someone for employment
  1. Identify yourself: name, title or position, employer and address
  2. State how long you have known the applicant and the circumstances of your acquaintance.
  3. Address specifically the applicant's skills, abilities, knowledge and personal characteristics in relation to the requested objective.
  4. Conclude with a statement of recommendation and a brief summary of the applicant's qualifications.
Be familiar with the applicant's abilities to offer an evaluation
Truthfully communicate that evaluation to the inquirer
Refusal
Letters		 Refuse some kind of request
  1. A buffer beginning.
  2. A review of the facts.
  3. The bad news, based on the facts.
  4. A positive and pleasant closing.
Place yourself in the reader's position.
Resignation
Letter		  
  1. Start on a positive note.
  2. Explain why you are leaving in an objective and factual manner. Avoid recriminations.
  3. Give enough notice to allow for replacement.
  4. Close positively.
Don't burn bridges


If any of the above information is incorrect, or
needs to be updated, contact Dr. Kirk Swortzel.


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