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Complimentary Close – This is the part where Business Letter Example the author should signal the ending of the letter. Among the suggested closings are: “Very truly yours,” “Very sincerely yours,” and “Very respectfully yours.
Signature Block – Your name and position are on this part.
Reference Initial – Any of the writer, dictator, or encoder of the letter should be mentioned using an acronym, initial or code.
EFFECTIVE BUSINESS LETTER
Courtesy Copies – These are the secondary recipients of the letter.
Enclosure Notation – This reminds the recipient about the attachment/s to the letter.
Postcript (PS Notation) – Important details are stressed here, calling the recipient’s attention. This is usually found on a sales or marketing letter.
Through Line – “This part appears in the letter if the sender is a subordinate who writes to a person higher in position than his immediate superior. It is a protocol that communications should pass through channels.”
Notes on Salutation: Syntax Training founder Lynn Gaertner-Johnston shares the following tips when greeting your letter’s recipient:
TITLE OF BUSINESS LETTER
Use the title Ms. if you are unsure of what the person prefers between Mrs. and Ms.
Use two names in the salutation when there are two recipients, like this:
Dear Mr. Lodge and Ms. Cooper: or Dear Maine and Thomas:
Titles Mr., Ms., Mrs., and Dr. do not have to be spelled out. But do spell out titles like these: “Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge”
If unsure of a person’s gender, you may use the full name rather than a title:
Dear Lea Swift: / Dear Ed Green:
DRAFTING OF BUSINESS LETTER
Avoid “To whom it may concern.” Instead, choose the job title or a generic greeting: If you are writing to a company rather than any specific individual, Business letter Format use the company name: Dear Trex Printing: As for the format of a business letter, the University of Wisconsin – Madison identifies two basic formats for a letter:
The Block Form – All the parts are indented to the left
The Indented Form – The return address, date, closing, and signature of the author are indented to the right and the rest to the left
Below are samples of business letters.
Complaint Letter / Personal, no letterhead needed: From Georgia’s Office of Consumer Protection
Your city, state, zip code
Name of contact person (if available)
Title (if available)
Consumer Complaint Division (if there is no contact person)
City, state, zip code
Account number or other reference to your complaint
That means letters of recommendation. When a request comes out of the blue during a busy week, our first reaction is sometimes to shudder. “Yikes,” we think, “one more task to fit in on top of exams, papers, proposals, committee reports, and the usual slew of email.” Task saturation. Sure, letters of recommendation are work, but it is writing that makes a difference in people’s lives. If you keep a few principles in mind as you approach your letters, writing recommendations latter can be rewarding and even enjoyable.
How to write a Recommendation Letter
The letter is not about you. If you’ve read Julie Schumpeter's epistolary novel Dear Committee Members, you know the comic effect that arises when a letter of recommendation is more about the writer than the subject. Most of us are not as clueless as her protagonist, but it is easy to slip into too much first person. Letters should focus on the recommendation latter template and their accomplishments, strengths (and weaknesses), and potential. There’s a time and place for introducing your favorite subject, but not when you are writing a letter of recommendation.So instead of writing this: I first met so-and-so when she took my introduction to the English language course two years ago and I was so impressed with her research and writing ability that I encouraged her to enroll in my advanced grammar course, where I have students write an in-depth paper…You might try this:
So-and-so came to our department two years ago and performed impressively in the introduction to the English language, where she wrote a fine short paper on gender and pronouns. Free Recommendation Later in advanced grammar, she wrote an in-depth paper on adjective clauses in written English texts. Oh, and don’t start the letter by saying your name. They’ll see that at the end. Provide some evidence and detail.
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