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Writing a Business Letter
What this handout is about…
This handout will help you write business letters required in many different situations from applying for a job to requesting or delivering information. While the examples that are discusd specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.
phytomerBasic Points to Keep in Mind
Business Writing is Different
It is esntial to understand that writing for a business context or audience can be distinctly different than writing in the humanities, social sciences, or other academic disciplines. Writing for business should be crisp and succinct. It should be to the point, specific and accurate. If you have not read many memos before, ek out some examples (refer to the Recommended Texts ction at the end of this handout).
In most cas, the business letter will be the first impression that you make on someone. For this reason it is important that you are diligent in your task of writing an effective business document. Even though business writing is possibly less formal than it once was, your writing must still adhere to the conventions of standard American English by using conventional spelling and standard grammatical forms.
Business writing varies from the chatty, conversational style often found in email messages to a familiar co-worker, to the more formal, legalistic style found in contracts. In the majority of memos, email messages, and letters, a style between the two extremes is appropriate. Always remember,
writing that is too formal can alienate readers, and an overly obvious attempt to be causal and informal may strike the reader as insincere or unprofessional. In business writing, as in all writing, knowing your audience is critical.
Pronouns and Active versus Passive Voice
The u of personal pronouns is important in letters and memos. Do not refer to yourlf in the third person by using one or the writer. It is perfectly natural and appropriate to refer to yourlf as I and to the reader as you. Be careful when you u the pronoun we in a business letter that is written on company stationary, since it commits your company to what you have written. When a statement is your opinion, u I; when it is company policy u we.
The best writers strive to write in a style that is so clear that their message cannot be misunderstood. Clarity should be the ultimate goal of your business writing style. One way to achieve a clear style, especially during revision, is to eliminate overu of the passive voice, which plagues most poor business writing. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous, uninformative, or overly impersonal. Reliance on the active voice to keep the pace of the letter moving, u of personal pronouns, and a positive point of view will keep a reader interested. Two examples…
PASSIVE It was discovered that the salary totals were incorrect.
[Who discovered it? The Accounting Department?]
ACTIVE The Accounting Department discovered that the salary totals were
translation
incorrect.
Focus and Specificity
You can achieve clarity with conciness. Proceed cautiously here, however, becau business writing should not be an endless ries of short, choppy ntences. Don’t be so conci that you become blunt. The u of terminology and concepts related to the industry or field is encouraged in correspondence of this type. The terms and concepts should be ud in a way that shows your specific knowledge and experience relating to the endeavor at hand.
A possible starting point is to reread the description of your task (e.g., advertiment of a job opening or instructions for a proposal submission). Making a short list or outline can facilitate drafting an effective piece of business correspondence. Think of your purpo and what requirements are mentioned or implied in the description of the task. List the requirements. Next,
identify qualifications or attributes, maybe even answers or objectives, that match the requirements that you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, or the u of platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, write them down. You will want to u the vernacular of your audience if it will contribute to the communication of your message or intentions.
This list of requirements and attributes will rve as an introductory outline governing your writing and directing your focus. Make sure that it is satisfactory and thorough before you start to actually write the letter or business document.
Application Letters
Many people often think of a cover letter (detailed later in this handout) as being the same thing as an application letter. By definition, this is not the ca. The letter of application is esntially a sales letter in which you are marketing your skills, abilities, and knowledge. Remember that you may be competing with many other applicants. The immediate objective of the application letter and accompanying resume is to attract the
attention of the person who screens and hires job applicants. Your ultimate goal is to obtain an inter
view.
The successful application letter accomplishes three tasks: It catches the reader’s attention favorably, it convinces the reader that you are a qualified candidate for the job, and it requests an interview.
When you are writing a letter of application, do the following:
•Identify the job by title and let the recipient know how you heard about it. •Summarize your qualifications for the job, specifically your work experience, activities that show your leadership skills, and your education.
•Refer the reader to your enclod resume.
•Ask for an interview, stating where you can be reached and when you will be available.
•If you are applying for a specific job, include information pertinent to the position that is not included in your general resume.
Tho who make hiring decisions review many letters of application. To save them time as well as to
call attention to your strengths as a candidate, you should state your objective directly at the beginning of the letter.
I am eking a position as a manager in your Data Center. In such a management position I can u my master’s degree in information systems and experience as a programmer/analyst to solve business problems.
If you have been referred to a company by one of its employees, a career counlor, a professor, or someone el, mention that before stating your job objective.
郑州学校During the recent ARRGH convention in Washington, D.C. one of your sales reprentatives, Dusty Brown, informed me of a possible opening for a manager in your Data Center. My extensive background in programming and my master’s degree in management information systems make me highly qualified for the position.
In the succeeding paragraphs, expand on the qualifications you mentioned in your opening. Add any appropriate details, highlighting experience listed on your resume that is especially pertinent to the job you are eking. Clo your letter with a request for an interview. Prepare your letter with utmost care, proofreading it carefully.
watch的复数Two sample letters of application are prented here. The first letter (Sample #1) is by a recent college graduate and is in respon to a local newspaper article about the company’s plan to build a new computer center. The writer is not applying for a specific job opening, but describes the position being sought. The cond letter (Sample #2) is from a college nior who does not specify where she learned of the opening becau she does not know with certainty whether a position is available.
中性服装
Sample #1
女王支持哈里决定
6123 Farrington Road
Apt. B11
Chapel Hill, NC 27514
espresso
October 11, 2001 Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708
Dear Human Resources Director:
I just read an article in the News and Obrver about Taylor’s new computer center just north of Durham. I would like to apply for a position as an entry-level programmer at the center.
I understand that Taylor produces both in-hou and customer documentation. My technical-writing skills, as described in the enclod resume, are well suited to your company. I am a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition to having taken a broad range of cours, I rved as a computer consultant at the college’s computer center where I helped train computer urs on new systems.
I will be happy to meet with you at your convenience and discuss how my education and experience matche your needs. You can reach me at my home address, at (919) 233-1552, or at
krock@devry.alumni.edu.
Sincerely,
bustedRaymond Krock Enclosure: Resume
Sample #2
6123 Farrington Road
收到英文
Apt. G12
Chapel Hill, NC 27514
October 11, 2001 Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708
Dear Ms. Jones:
I am eking a position in your engineering department where I may u my training in computer sciences to solve engineering problems. Although I do not know if you have a current opening, I would like to be a part of the department that developed the Internet Selection System.
I expect to receive a Bachelor of Science degree in Engineering from North Carolina State University in June, when I will have completed the Computer Systems Engineering Program. Since September 2000, I have been participating, through the University, in the Professional Training Program at Computer Systems International in Raleigh. In the program I was assigned to veral staff ctions
as an apprentice. Most recently, I have been a programmer trainee in the Engineering Department and have gained a great deal of experience in computer applications. Details of the academic cours I have taken are contained in the enclod resume.
I look forward to hearing from you soon. I can be contacted at my office (919-866-4000 ext. 232) or via email ().
Sincerely,
Rebecca Brock Enclosure: Resume
