Chapter 6 How to Write Effective Business Letters
1. Planning Tool For Letters
What do you know about the reader?(his or her background)
How many times have you already discussed this topic with the reader?
□ Never □ Once □ More than once
What does the reader want to know?
What do you want the reader to know?
What will the reader’s reaction be to these points?
□ Good news □ Mildly interested
□ Indifferent □ Bad news
Based on the reader’s reaction, what type of letter will you send?
□ Information □ Bad news
What do you want the reader to do after he/she is finished reading?
Type of Letter
Main idea/Good news
Introduce the idea, product,
Call for action
Benefits to the reader
Call for action
Format for Information Letter(sample 1)
(1)Thank you for the information you provided for our home marketing campaign questionnaire. As always, your cooperation has helped ensure the success of this project.
(2)I have enclosed a copy of the findings. Please note that some of this information is extremely sensitive and should be treated as confidential. These sections are marked.
(3)We’ll be back to request an update in January. Again, Mark, thank you for your continued participation.
Structure of the Letter:
(1)main idea (2) details(3) call for action
Format for Bad-News Letter(Sample 2)
Dear Mr. Brown:
1. In response to your letter of May 3, I contacted our national parts headquarters to locate the necessary part for your TCL-188 TV.
2. It is ABC’s policy to always maintain a large stock of repair components for all our products.However, as we produce a wide range of goods, we have had to limit our inventory. We stock parts for a period of ten years after the last manufacturing date of a unit.