Business letters for busy people

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Table of Contents
Introduction xiii
1 Writing From Scratch 1
Four Considerations of a Business Letter 2
Organization 3
The Seven "C’s" of Style 6
In a Nutshell 8
2 Parts of a Business Letter 9
Letterhead 10
Date 10
File Number 10
Confidential 10
Inside Address 10
Attention Line 11
Salutation 11
Subject Line 12
Body of the Letter 12
Complimentary Close 12
Signature 13
Additional Information 13
Postscript 13
Mailing Instructions 13
3 Format of a Business Letter 15
Block 17
Modified Block 18
Modified Semi-Block 19
Simplified 20
Hanging Indented 21
Memo 22
4 Collection Letters 23
Step-by-Step Guide 24
Notification 25
Reminder 26
Inquiry 27
Urgency 28
Final Notice/Ultimatum 29
Insufficient Funds 30
Thank You for Payment 31
Lost Payment/Apology 32
Checklist 33
5 Sales and Promotional Letters 35
Step-by-Step Guide 36
Request for Appointment 37
Prospective Lead 38
Sales Letter to Client 39
Sales Letter to Current Client 40
Letter of Introduction 41
Follow-Up on Letter Sent 42
Delinquent Reply 43
Extremely Delinquent Reply 44
Requesting Customer’s Assistance 45
Sales Follow-Up 46
Confirming Sales Order 47
Reminder That a Sale Is About to End 49
Announcing a Sales Campaign, Promotion or Incentive Program 50
Announcing a Sales Campaign to Preferred Customers 51
Announcing New Products to a Select Group of Customers 52
Announcing a Price Increase 53
Transmittal With Instructions 54
Transmittal With Request 55
Transmittal With Suggestion 56
Transmittal With Information 57
Transmittal With Sales Information 58
Transmittal to Current Client 60
Checklist 61
6 Goodwill Letters 63
Step-by-Step Guide 64
Recognizing a Suggestion 65
Appreciation 66
Official Anniversary 67
Speech 68
Invitation — Formal 69
Invitation — Informal 70
Congratulations 71
Thanks for Good Work: Outside Vendor 74
Acknowledging Accomplishments 75
Follow-Up After a Sale 79
Explaining Policy and Position 80
Encouragement 81
Announcing New Fringe Benefits 82
Adjustment 83
Checklist 84
7 Community Activities Letters 85
Step-by-Step Guide 86
Solicitation of Funds 87
Acknowledgment and Request for Funds 89
Appreciation and Fund-Raising Event 90
Acknowledgment of Contribution 91
Acknowledgment of Accomplishment 92
Thank You 93
Grant Request 94
Invitation to Serve 95
Membership Invitation 96
Refusal of a Request 97
Expression of Appreciation 98
Appointment to Office 99
Appointment to a Committee 100
Compliment 101
Invitation to Speak 102
Complimenting a Speaker 103
Letter to Legislator Showing Support 104
Letter to Legislator Showing Concern 105
Checklist 106
8 Personal Business Letters 107
Step-by-Step Guide 108
Congratulations 109
Congratulations — Social 110
Birthday Wishes 111
Holiday Greetings 112
Birth of a Child 113
Marriage 114
Illness — Hospital 115
Thank You 116
Apology 117
Inquiry 118
Request 119
Refusal 120
Checklist 121
9 Letters of Condolence 123
Step-by-Step Guide 124
On the Death of a Business Associate 125
On the Death of a Mother 126
On the Death of a Father 127
On the Death of a Wife 128
On the Death of a Husband 129
On the Death of a Child 130
On the Death of a Brother 131
On the Death of a Sister 132
Checklist 133
10 Letters About Employment Changes 135
Step-by-Step Guide 137
Reference Request 138
Waiver of Confidentiality 139
Request for Meeting 140
Job Hunter Seeking an Interview 141
Interview Confirmation 142
Thanks for Interview 143
Unsolicited Application 144
Cover Letters for Resumés 145
Requesting Appointment 147
Reply to Unsolicited Application 148
Job Application 149
Job Hunter Seeking Job With Contact 150
Solicited Application 151
Job Acceptance 152
Job Rejection 153
Not Accepting Possible Job Offer 154
Positive Resignation 155
Negative Resignation 156
Response to Job Offer: Covers Terms 157
Request for Employment Reference 158
Reference for Former Employee 159
Letters of Recommendation 160
Character Reference 162
Letter of Introduction 163
Progress Report 164
Rejection of Application 165
Responses to Rejected Job Application 166
Follow-Up After Not Getting the Job 167
Rejection of an In-House Job Applicant 168
Rejection of an Unsolicited Application 169
Rejection of a Solicited Application 170
Invitation for an Interview 171
Job Offers 172
New Employee 175
Promotion — Congratulations 176
Announcing a Promotion — Personal 177
Announcing a Promotion — Internal 178
Acceptance of Resignation 179
Recommending a Raise 180
Rejection of Unsolicited Business 181
Request for Material 182
Request for Information 183
Confirmation to Speaker 184
Giving Information 185
Discontinuing Business Relationships 186
Rejecting a Request 188
Introducing a New Employee 189
Checklist 190
11 Customer Relations Letters 191
Step-by-Step Guide 192
General Appreciation 193
Acknowledging a Complaint 194
Following Up on a Complaint 195
Regaining a Customer’s Confidence 196
Acknowledging a Complaint — Disclaiming Responsibility 197
Acknowledging a Complaint — Explaining a Misunderstanding 198
Correcting an Error 199
General Apology 200
Acknowledging an Order — Back Order 201
Acknowledging an Order — Explaining Shipment Procedures 202
Apologizing for an Employee’s Action 203
Notifying Customers of a Move 204
Holiday Greetings 205
Notification of Complaints 206
Checklist 212
12 Media Letters 213
Step-by-Step Guide 214
Media Event Letter — Sales Campaign Kickoff 215
Media Event Letter — Recently Published Book 216
Media Event Letter — Anniversary 217
Press Release — Anniversary 218
Press Release — Speaking Engagement 219
Press Release — Promotion 220
Press Release — New Employee 221
Response to Editorial — Positive 222
Response to Editorial — Negative 223
Letter Asking to Make a Speech 224
Letter Asking for a Correction 225
Checklist 226
13 Electronic Mail 227
Step-by-Step Guide 228
Announcement of Meeting 230
Change in Client Status Announcement 231
Request for Assistance 232
Request for Materials Ordered 233
Project Offer 234
Follow-Up on Project 235
Compliment to Employee for Work 236
Checklist 237
14 Postcard Correspondence 239
Step-by-Step Guide 240
Seasonal Promotion 241
Acknowledging a Customer for a Special Occasion 242
Invitation 243
Reminder 244
Checklist 245
Appendix 247
Professional Ranks and Titles 248
Federal, State and Local Government Officials 249
Military Ranks 252
Military Abbreviations 254
Diplomats 255
British Nobility 256
Clerical and Religious Orders 258
College and University Officials 261
Index 263
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NTRODUCTION
I
Business Letters for Busy People is designed to be used, not
just read. You not only get the easy-to-read impact of chapter-by-
chapter “how to” information, but each section is also filled with
checklists, ready-to-use letters and guidelines to help you do your
job better, more effectively, more easily — right now! It’s literally
a user’s manual for the business professional.
Business Letters for Busy People is packed with the most
concrete information, useful techniques and practical tips possible
in the smallest space. So you don’t have to wade through endless
pages of fluff searching for that elusive kernel of wisdom.
Business Letters for Busy People gives you concise, easy-to-
use learning resources that get results. Check out the format and
don’t be surprised if you find yourself leafing through the pages
for tidbits of fact and business trivia. The margins deliberately
focus your attention, acting like a thumbnail index. And, each
chapter is tabbed on the margins so you can turn right to the
chapter you need to see. Read the chapters that are immediately
important to you. Although there is a logic and order to the design
of the book, you can read it in the order that best suits you. Each
chapter stands alone.
We know you’ll find this book helpful. Read it, copy it and act
on its advice. Reading a good book awakens our minds, but too
often never gets carried into action; we close the book unchanged.
With this book, your reading becomes action — and action is the
key to success.
Gary Weinberg
Vice President
National Press Publications
Business Letters for Busy People
HAPTER 1
C
Writing From Scratch
1
You are busy no matter what your position. Since you are
busy, you want to use your time as effectively as possible.
The business letter takes time but can be written more quickly
if you follow a few basic principles. (If you’re in a hurry, skip
to Chapters 4–13 for samples of the kinds of letters you need
to write.) This chapter assumes you have a little free time to
brush up on business letter writing.
Keep in mind these three points when you write a letter:
1. Business letters serve one purpose.
2. Business letters are expensive.
3. Business letters serve as a record.
Business letters serve one purpose: They communicate
information. Countless hours are spent, and too many letters
are sent that say little or nothing. That’s a waste of time for
the sender and the receiver. Also, when the wages of the
writer and the typist — along with the prorated cost of
equipment and postage — are figured in, business letters are
expensive. It is important that they be cost-effective. Why
write a business letter? Because business letters serve as a
record. Letters are long-lasting, tangible evidence of
information you communicate to others.
1
In a study of 800
letters written by the
top chief executive
officers in the U.S.,
all 800 letters were
found to be short,
clear and personal.
By the time these
people became
CEOs, they had
learned never to
send out a letter that
didn’t reflect those
three basic
principles of good
writing.