| Letters are external correspondence that you send from your company to a colleague working at another company, to a vendor, to a prospective client, to an agency, or to a friend who lives around the corner or across the continent. Letters leave you work site (as opposed to memos, which stay within the company). A letter should include the following eight essential components: ------------------------------------------------------------------------------------------------- United Spectograph 1. Writer's 19015 Lakeview Avenue address Columbus, OH 43212 2. Date June 10, 2001 3. Inside Christy Pieburn address Corporate Communications, Inc. 1245 Grant Chicago, IL 60611 4. Salutation Dear Ms. Pieburn: 5. Letter body Here is the schedule for your presentation during our Basic Information Training for Supervisors (BITS) seminar. You will hold your sessions in our Training Center at 19015 Lakeview Avenue. The schedule and important information regarding your two 8-hour seminars are as follows: Group 1, which will consist of 15 employees, will meet Monday, July 6, 2000, from 8:00 a.m. to 5:00 p.m. Group 2, which will consist of 18 employees, will meet Tuesday, July 7, 2000, from 8:00 a.m. to 5:00 p.m. As you requested, the training room will have an overhead projector, screen, flip chart, and pad. During the morning sessions, coffee, juices, and rolls will be served. In the afternoon, seminar participants will be offered cold drinks and cookies. We look forward to working with you again. If I can answer any questions, please let me know. 6. Complimenary close Sincerely, 7. Signed Martha Lee name 8. Typed Martha Lee name ------------------------------------------------------------------------------------------------------------------- Writing Letters Activity One Write a complaint letter. Perhaps you've purchased a product which has malfunctioned, received poor service from a saleperson, ordered one item and received another, failed to have a warranty honored, or received damaged or broken equipment in shipment. You want to write a letter of complaint to solve these problems. To do so, write your letter following the guidelines enumerated above. |