Office

1. Letterwriter's Reference

   Proofreading and Editing Your Letters

   Editing is the most important step in writing and can result in an effective letter rather than one that will be ignored. After you write a letter, wait awhile before you begin editing so that you can be more objective. Look for gaps in logic, missing or irrelevant details, grammatical errors, and vague generalizations. The following documents can serve as a brief checklist on editing.

   Editing Checklist

   Content
   
   1. Slant your letter to your reader’s interests and avoid superfluous details.
   
   2. The most important ideas should get more coverage than less important ideas.
   
   3. Check the accuracy of all figures, dates, numbers, and drawings, and substantiate all claims with data, expert opinions, surveys, or specific observations.
   
   4. Be consistent with a name or label. For example, if you refer to a “contract,” don’t later call it an “arrangement” and then an “agreement.” Such changes could cause confusion for a reader.
   
   5. A paragraph may be as short as a sentence, but should never be longer than 10 to 12 lines. A letter that contains long cumbersome paragraphs lacks eye appeal; therefore, the chances for such a letter to be read are greatly reduced simple because it looks too heavy to read.
   
   6. Use informative headings and adequate spacing. Adequate spacing gives eye relief and makes the material seem less difficult. Avoid a general caption like “Discussion.” Specific headings aid the reader in skimming and relocating material.
   
   Grammar
   
   1. Make sure an introductory phrase refers to the subject. Incorrect example: “Deciding to rescind the earlier estimate, our report was updated to include $40,000 for new equipment.” Correct example: “Deciding to rescind our earlier estimate, we have updated our report to include $40,000 for new equipment.” We decided to rescind and not the reports.
   
   2. A sentence is a group of words that contains a subject, a verb, and expresses a complete thought. A fragment is just a group of words. Never use fragments in your writing. An example of a sentence is: “He decided not to audit the last ten contracts.” An example of a fragment is: “Because of our previous objections about compliance.” In this case, the fragment can be added to the sentence. “He decided not to audit the last ten contracts because of our previous objections about compliance.”
   
   3. Parallel structure means that parallel ideas should be written in same way within the sentence. If the first idea is stated in a phrase or a clause, then the following ideas should also be in phrases or clauses. “The owner questioned the occupant’s lease intentions and the fact that the contract had been altered with ink markings.” The parallel ideas are lease intentions and ink markings. Therefore, the sentence should read: “The owner questioned the lease intentions and ink alterations of the occupant’s contract.”
   
   4. A pronoun must agree in number and person with its antecedent. An antecedent is the noun that the pronoun refers to. For example: “An authorized person must show that they have security clearance” should read “An authorized person must show that he/she has security clearance.” To avoid sexist language, you may want to use the plural throughout.
   
   5. Single subjects take single verbs, and plural subjects take plural verbs. Always check to make sure your verbs agree with their subjects. Give special attention to verbs that follow the pronouns, “which” and “that”. Always go back and see what the antecedent is. For example, the sentence, “This is one of the public relations functions that are under budgeted” is incorrect because the antecedent of “that” is “one” and not “functions”. The sentence should read: “This is one of the public relations functions that “is” under budgeted.”
   
   6. Verbs have three major tenses, past present, and future. Use the same tense throughout a letter, unless there is a definite change in time. Do not switch from one tense to another. For example: “The order “is being processed” and “was mailed” to you as soon as we “receive” it” should read “The order was processed and mailed to you as soon as we received it.”
   
   7. Punctuation is very, very important. Use the following guidelines:
   
   a. End every sentence with either a period, question mark, or an exclamation point.
   
   b. Use a comma to separate words in a series.
   
   c. Use a comma after an introductory word, phrase, or clause.
   
   d. Use a comma between two independent clauses joined by the coordinating conjunctions - and, but, for, nor, or, so, yet. e. Use a comma to set off a nonessential or nonrestrictive clause or phrase.
   
   f. You may use a semicolon between two independent clauses instead of the comma and a coordinating conjunction as mentioned in (d).
   
   g. Semicolons should come before the adverbial conjunctions - however; consequently; moreover; therefore; hence; thus.
   
   h. Use a colon when a series follows.
   
   i. Consult a dictionary when using a hyphen to make sure you have divided the word correctly.
   
   8. Use an appropriate vocabulary. Consult a thesaurus. Don’t confuse similar words such as “affect and effect” , and “operative and operational.”
   
   9. Use the computer’s spell check or a dictionary to make sure all words are correctly spelled.
   
   10. Capitalize the first word of every sentence, all proper nouns, and titles.
   
   Clarity
   
   1. Keep your letters short, simple, and to the point. Don’t waste your reader’s time with generalizations, vague statements, over elaborations, or chattiness. If you need to use technical terms, make sure your reader understands what you are talking about.
   
   2. Place the most important ideas at the beginning of a letter, and begin each paragraph with the topic of that paragraph.
   
   3. Allow your ideas to flow in an uncluttered sequence. Use transition words like, in addition to, in conclusion, furthermore, consequently.
   
   4. Use concrete, specific language. Instead of, “Our figures show a significant increase.” say, “Our figures show an increase of 19%.”
   
   5. Use active (action) verbs rather than passive ones. Active verbs are stronger and more direct. For example, “The meeting was postponed by the president” is weaker and less direct than, “The president postponed the meeting.”
   
   Style
   
   1. Vary sentence patterns and length. Avoid the same subject-verb-object construction for every sentence.
   
   2. Write in a way that is natural for you. Avoid trying to sound like someone else.
   
   
2. Formatting Tips
   
   Attention Lines
   
   Use an “attention line” whenever you want to direct your letter to a specific person or department within a company.
   
   Place the attention line two lines below the inside address. Use a colon after Attention:.
   
   Acme Steel Company
   12345 Arkansas Lane
   Arlington, Texas 76015
   
   Attention: Mr. Samuel P. Horne
   
   Dear Acme Steel Company,
   Addresses
   
   Make sure a person’s name is spelled correctly. A recipient may decide to ignore a letter that was written by someone who cannot spell his/her name.
   
   Do not use both the title and the degree of a person. For example, write either Howard Wyatt, D.D.S. or Dr. Howard E. Hyatt and not, Dr. Howard Wyatt, D.D.S.
   
   Two or more men are addressed as Messrs. which means Misters. Do not use first names with this abbreviation.
   
   Messrs. Smith, Wyatt, and Fury
   Two or more women are addressed as Mesdames, Mmes., or Mses. Do not use first names with these abbreviations:
   
   Mses. Farb, Lionel, and Gray
   When addressing couples, give both appropriate titles:
   
   Dr. and Mrs. Harold Wright
   Mr. Harold Wright and Dr. Margaret Wright
   Drs. Harold and Margaret Wright
   Dr. Margaret Wright and Mr. Steven Jones
   Mr. and Mrs. Harvey Adams-Quinn
   
   Ms. Margaret Wright
   Mr. Steven Jones
   In selecting a title, always notice the way an individual identifies him or herself. For example, some who hold degrees do not use their titles while others do.
   
   Some married women prefer Mrs.; others prefer Ms. If you do not know the title the woman prefers, use the standard Ms. or drop the title altogether:
   
   Place the inside address at least two lines below the date.
   
   Place a person’s title after his name unless it is unusually long, then go to the next line.
   
   Ken Green, President
   
   Ken Green
   Vice President of International Operations
   The comma before the abbreviations Jr. and Sr. is optional.
   
   Michael J. Smith, Jr.
   Michael J. Smith Sr.
   Make sure the address on the envelope is written so that a postal worker can read it at a glance.
   
   When both a street and a post office address are given, the postal service will deliver your letter to the address that appears directly above the zip code.
   
   Place an “attention line” directly below the company name on an envelope.
   
   On the envelope address, type the names of foreign countries all in caps.
   
   Spell out all numerical street names from one to ten.
   
   127 Ninth Avenue, North
   127 E. 15 Street
   Five Park Avenue
   One Wingren Plaza
   
   Use a hyphen between street and residence numbers.
   556 - 91 Street
   “Boilerplate” Paragraphs
   
   One of the benefits of a word processor is the “boilerplate” paragraphs. These pre-written, standard paragraphs can be effective; however, they should not be used in situations that call for originality or a personal connection. Most boilerplate writing is so general and impersonal that you could leave a bad impression. It takes more than just inserting a person’s name throughout a document to make him/her feel special.
   
   Boilerplate language with its broad generalizations can also confuse the reader. Many people use this standard closing line. “If I can answer any further questions or be of any assistance, please do not hesitate to call.” Questions about what? What assistance? How can he/she call? The following example is specific and personal:
   
   “If I can answer any further questions about the Maxim contract, please call me at 333-4444. I will be able to give you further clarification on Subsection A if you feel that you need it.” In writing, it is always best to choose a model that fits your needs and then add your own touch.
   In writing, it is always best to choose a model that fits your needs and then add your own touch.
   
   Complimentary Closings
   
   The closing should match the tone of the letter. Listed below are closings that range from the very formal to the informal.
   
   Very Formal
   
   Respectfully yours,
   Yours respectfully,
   
   Formal
   
   Very truly yours,
   Yours very truly,
   Yours truly,
   
   Less Formal
   
   Sincerely yours,
   Yours sincerely,
   Sincerely,
   Cordially yours,
   Yours cordially,
   Cordially,
   
   Informal
   
   Regards,
   With kindest regards,
   With my best regards,
   My best,
   Give my best to Mary,
   Fondly,
   Thanks,
   See you next week!
   
   Copy Notations
   
   Use cc, meaning carbon copy, even though you may use photocopy or other reproductions. This notation goes at the very end of your letter and flush left.
   
   If you do not want your reader to know that you are sending a copy to another person, omit cc and instead, type bcc, blind carbon copy, only on your copy of the letter.
   
   Below are the ways to present this feature.
   
   cc: Sarah Smith
   
   cc: Dr. Howard Stewart
   12337 Rocky Lane
   Houston, Texas 77070
   
   Copy to: Sarah Smith
   Copies to: Sarah Smith
   Howard Jones
   William Toast
   Date Lines
   
   Place the date at least two spaces below the letterhead. The line may be flush left or right, or centered below the letterhead.
   
   Do not abbreviate the month or use nd, st, or th with the day numbers, like May 5th, 1998. Also, do not use a month’s number, like 6/23/89.
   
   Both date orders listed below are appropriate; however, the latter is used mainly by the government, the military, and those outside the United States.
   
   December 10, l997
   10 December l997
   Enclosure Notations
   
   The “enclosure notation” goes flush left two lines below the signature block or the typist’s initials, if they’re included. Identify each and every enclosure that is being sent so that the reader will know if something is missing from the packet.
   
   Enc.
   Enclosures: 3
   Enclosures: Hite contract
   Check for $458
   
   Enclosures:
   1. Draft of absentee policy
   2. Invoice #459990
   Envelopes
   
   Make sure the address on your envelope is easy to read so that it doesn’t get tossed in some mail room. Place the address just below the vertical center and just to the right of the horizontal center.
   
   Any special instruction such as “Attention,” “Personal,” “Please Forward,” or “Confidential,” goes on the left side of the envelope below the return address.
   
   Confidential: Ms. Susan Johnson
   Formats for Typing
   
   The most common typing styles are the block and indented. The block style has everything within the letter flush left. The indented style indents the date, the paragraphs, and the signature block.
   
   Block Style
   
   
   
   Date
   
   
   
   Name of Recipient
   Title/Department
   Company
   Street Address
   City, State, and Zip Code
   
   RE
   
   Dear Name:
   
   Subject:
   
   _________________________________________________________________
   _________________________________________________________________
   _________________________________________________________________
   Sincerely,
   
   (Handwritten Signature)
   Writer’s Name
   Title
   
   dm (typist’s initials—If the writer is also the typist, you may omit this notation.)
   
   Enclosure
   
   cc Dr. Joseph Hardy
   
   PS:
   
   Indented Style
   
   

   Date

   Name of Recipient
   Title/Department
   Company
   Street Address
   City, State, and Zip Code
   

   RE

   Dear Name:

   Subject:

   _________________________________________________________________
   _________________________________________________________________
   _________________________________________________________________

   Sincerely,

   
   
   

   (Handwritten Signature)
   Writer’s Name
   Title

   DDB/cm
   
   Enc
   
   cc Dr. Joseph Hardy
   
   P.S.
   
   Identification Initials
   
   The “identification line” gives the initials of the person who typed the letter.
   
             dms
             DDB:dms This indicates that the person who originated the letter
             DDB/dms also typed it.