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Advanced Technical Writing Lecture 14 Writing Letters 31/7/2013

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Advanced Technical Writing. Lecture 14 Writing Letters 31/7/2013. Types of Letters. Cover Letter Acceptance Letter Acknowledgment letters Adjustment letters رسالة تعديل Application letters Complaint letters Correspondence … good news and bad news letters تراسل - PowerPoint PPT Presentation

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Page 1: Advanced Technical Writing

Advanced Technical Writing

Lecture 14Writing Letters

31/7/2013

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Types of Letters Cover Letter Acceptance Letter Acknowledgment letters Adjustment letters تعديل رسالة Application letters Complaint letters Correspondence … good news and bad news

letters تراسل Inquiry letters and responses إستفسار رسالة Reference letters ( Recommendation letter) Refusal letters رفض رسالة Resignation letters إستقالة رسالة Technical information letters 0

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Letter FormatTwo common Format:1 - Full Block Style2 - Modified Block Style

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Full BlockYour address

The recipient address

Date

Dear Mr./Ms recipient last name:

Body

Complimentary closeSpace for SignatureTyped name

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Modified Block Style

Your address

The recipient address

Date

Dear Mr./Ms recipient last name:

Body

Complimentary close Space for Signature Typed name

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Instructions

1. Establish your objectives2. Determine your reader’s attitude

and needs سلوك3. Prepare an outline4. Write the first draft5. Allow a cooling period6. Revise the draft

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HintsTone: Imagine the reader sitting

across the desk

Keep the language neutral Careful choice of words

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Cover Letter Letter of application (cover letter) is a

sales letter Main Objective is to get the job interview

Identifies the item being sent The person to whom it is being sent The reason for sending it

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Cover Letter Each 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.

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Cover Letter

Should provide the following information

1. Identify an employment area 2. Point out your source of

information3. Summarize your qualification4. Refer the reader to your résumé5. Ask for interview

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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.

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Cover Latter Example John Jackson

34 Second StreetTroy, New York 12180October 4, 1999

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

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Cover Latter 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.

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Cover Latter Example Continue

I 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

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Acceptance Letters

This 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

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Acceptance Letters Example

230 Elnaser St.Gaza, Palestine19/8/2004

Dr. Mohammed SalehGeneral ManagerMechatronics Company22 Omer Al-moktar St.Gaza, Palestine Dear Dr. Saleh:

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

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Acknowledgment Letters

In 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.

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Acknowledgment Letters Example

Rocky 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 seems

To 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

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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.

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Complaint Letters Example

Islamic University of Gaza Majed ImranPO Box 108, Kan Yunis, Palestine Gaza, Palestine 28, 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, medical

prescription, 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 only

I 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 steps

and procedures that I need to take to fix this problem.Sincerely,Majed Imran

5th year Electrical Engineering student

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Correspondence LetterThe Correspondence Latter Can

be: Good news Letter Bad news Letter

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Good News Letter

1. Good news2. Explanation or facts3. Goodwill رضا

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Good News Letter ExampleGood News

Please 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

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Bad News Letters

Buffer تلقيالصدمات

Bad newsGoodwill

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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 IUG

Bad 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.

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Inquiry LetterTwo types:

1. Provides benefit to the reader

Example: Asking about a product the company recently advertised

2. Provides benefits to the writer Example: Asking the public utility for

information on energy-related project you are developing

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Inquiry Letter

Objective: to obtain, within a reasonable period of time, answers to specific questions.

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Sample Letter of Recommendation XYZ Company

123 XYZ Way • New York City • NY • 12345(123) 555-0000 • Fax (123) 555-0001

 February 1, 2000

  To 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, [email protected]

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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]

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Retirement Letter Sample Your Name

Your 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

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It is time for the new assignment

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Last AssignmentI. Write a cover letter for any (from internet,

newspaper,…) announced job. Need to include the ad.

II. You bought something (computer, book, electronic instrument) from the internet, when you received it was not in good shape. Write a complaint letter to the company.

Due Next Monday 5th