PPT 2-Technical Writing...................

..

2. By the end of the
technical writing class,
students will be able to:
1)define a business letter
and explain its purpose
in conducting business.

3. By the end of the
technical writing class,
students will be able to:
2)identify the characteristics
of an effective business
letter, including accuracy,
clarity, conciseness, and
neatness.

4. By the end of the
technical writing class,
students will be able to:
3)demonstrate promptness
in responding to
communication to build
goodwill in a business
letter.

5. By the end of the
technical writing class,
students will be able to:
4)apply the principles of
effective business letter
writing to produce a clear,
concise, and professional
business letter that can
secure a favorable
response.

6. LETTER
A business letter may be defined as
a written message used to transact
business that cannot be
conveniently conducted orally.

7. LETTER
It is formal and direct, with no
literary pretensions. A business
letter is effective if it succeeds in
building goodwill and securing a
favorable response.

8. LETTER
Accuracy,clarity,conciseness,
neatness,promptnessin
respondingtocommunication,
andgood-qualitystationeryall
worktogethertomakethereader
likeyoumore.

9. Types of
Business Letters
Cover/Application Letter: This
describes what is enclosed and
provide a description of what the
receiver should do with it.
Thank You Letter: This is used for
networking and relationship
building.
Complaint letter: This suggest
how the receiver of the letter
might correct the situation.

10. Types of
Business Letters
Acknowledgment Letter: This is
acknowledging receipt of an
item from someone.
Request Letter: This is about
asking for help without being
overly emotional.
Sales Letter: Receiver reads and
discovers the benefits of
whatever you are selling.

11. Types of
Business Letters
Resignation Letter: This is about
giving notice that you are
leaving a position.

12. LETTER
Letters,whichshouldrarelyexceed
onepage,areabasicformof
technicalwriting.Nomatterwho
thereaderisorwhytheletterhas
beenwritten,alettershouldhave
thefollowingeightessential
components:

13. Essential Components
üWriter’s address/Letterhead
üDate
üInside Address
üSalutation
üBody/Text
üComplimentary Close
üSignature
üTyped Name

15. Sender’s Address
a)The sender’s address usually is included
in letterhead.
b)In absence of letterhead, include the
sender’s address at the top of the letter
one line above the date.
c)Do not write the sender’s name or tile,
as it is included in the letter’s closing.
d)Include the municipality, province, and
zip code.

18. Date
a)Use the date the letter was finished in
the date line.
b)Write out the month, day and year two
inches from the top of the page.
c)Follow prescribed format.

20. Inside Address
a)The inside address is the recipient’s
address.
b)It includes a personal title such as Ms.
Mrs., Mr.or Dr.
c)If you are unsure of a woman’s
preference in being addressed, use Ms.
d)Inside address begins line below the
date.
e)It should be left justified, no matter
which format you are using.

25. Salutation
a)Use the same name as the inside
address, including the personal title.
b)Use only the first name in the salutation
else use the personal title and followed
by a colon, if you know the person.
c)Leave one line blank after the
salutation.

28. Body
a)Leave a black line between each
paragraph.
b)Start with the main point.
c)Begin the next paragraph by justifying
the importance of the main point.

29. Body
d)Continue justifying the next few
paragraphs with background
information and supporting details.
e)Restate the purpose of the letter in the
closing paragraph and, in some cases,
request some type of action.

33. Closing
a)Begin the closing at the same vertical
point as your date and one line after
the last body paragraph.
b)Capitalize the first word only.
c)Leave four lines between the closing
and the sender’s name for a signature.
d)Use a comma for closing as colon
follows the salutation.

37. •Highly Formal
Respectfully yours,
Respectfully,
Very respectfully,
•Polite and Formal
Very truly yours,
Yours very truly,
Yours truly,
•Less formal
Sincerely yours,
Yours,
Cordially yours,
•Informal and friendly
As ever,
Best regards,
Kindest regards,
Regards,
Closing examples:

38. Enclosure
a)It indicates any enclosed documents
along with the letter.
b)It is done by typing “Enclosure” below
the closing.
For example:
Enclosure (1)
Encl. (2)

39. Full Block Format
•The most common layout of a
business letter.
•The entire letter is left justified and
single spaced between paragraphs.

43. Modified Block Format
•The body of the letter and the sender’s
and recipient addresses are left justified
and single-spaced.
•However, for the date and closing, tab
to the center point and begin to type.

44. Aline right
Aline left

45. Semi Block Format
•It is the least used style.
•It is much like the modified block style
EXCEPT each paragraph is indented
instead of left justified.

49. Spotting errors:

50. Never capitalize the date
APA format: consistency of style

51. Is not consistent in line spacing
Should not be bold

52. Not aligned
with the date

53. Colon, not comma

54. Formal writing:
Through