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  • Cover Letters
    identify those items and why they are being sent Organize Your Letter Organizing your cover letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of items that your package will include and put them in the sequential order that will best help your reader comprehend the contents of your package These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft a cover letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work Close Your Letter A cover letter should close in a professional manner Once your last paragraph is written sign off between a complimentary close such as Sincerely or Thank you and your printed name If you are writing in

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1465&guideid=71 (2015-10-15)
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  • Credit Letters
    is to inform the reader of an approval or denial of a request for credit Notification of an approval is always easy Be warm and welcoming in your tone and style Refusing an application is a more delicate matter You should avoid being apologetic however remember credibility is the applicant s personal responsibility not yours To help your reader comprehend your decision be brief and to the point If you are not extending credit use your first paragraphs to explain the factors or criteria used to judge the application and explain which of those factors did not meet an acceptable standard Determine Your Scope The scope of your credit letter will be determined by the decision to extend or deny the application Use a welcoming tone when granting credit and take the time to explain the limits terms and conditions Your reader will need to know a few things How much credit is being granted What interest rate is being applied What payment options are available What penalty stipulations are attached Enclosing a company brochure is a common method for explaining these details Organize Your Letter Organizing your credit letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your credit decision These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft a credit letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work Close Your Letter A credit letter should close in a professional manner Once your last paragraph is written sign off between a complimentary close such as Sincerely or Thank you and your printed name If you a re writing in conjunction with an official duty place your title below your printed name Additional information such as dictation remarks notification of attachments enclosures and copies sent to other

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1466&guideid=71 (2015-10-15)
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  • Inquiry Letters
    If you are asking more than one question you might consider highlighting them in a bulleted list Determine Your Scope The scope of an inquiry letter should provide enough information for the reader grasp your objective make an informed decision and respond in a timely manner Consider your reader and get to the point Do they have what you want Can they do what you ask Think about what your reader will need to know in order before making a decision and sending you a response If you are to receive some benefit it may help to explain for what purpose the benefit will be used If the reader is to receive some benefit it may help to offer an incentive to respond Organize Your Letter Organizing your inquiry letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of relevant points and place them in the sequential order that will best help your reader comprehend your inquiry These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft an in inquiry letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work Close Your Letter An inquiry letter should close in a professional manner Once your last paragraph is written sign off between a complimentary close such as Sincerely or Thank you and your printed name If you are writing in conjunction with an official duty place your title below the printed name Additional information such as dictation remarks notification of attachments enclosures and copies sent to other individuals should be placed beneath the title line Review and Revise Your Inquiry Letter Reviewing and revising your inquiry letter is the final step in the writing process You will check your draft in this step making sure that your objective is clear and your scope is concise Put yourself in the reader s shoes as you examine the rough draft Ask yourself as the

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1467&guideid=71 (2015-10-15)
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  • Order Letters
    salutation will be replaced by a simple attention getting device Establishing an account with a company will announce that your intention is to have an ongoing business relationship At that time you will be assigned a specific contact person to whom all future orders can be directed Establish Your Objective The objective of an order letter is to clearly indicate to the recipient that you are making a purchase You should be brief Determine Your Scope The scope of an order letter should provide only that information relevant to accomplishing the objective of making a purchase what the item is the terms of the purchase and any specific shipping instructions It provides the reader with an exact description of what is expected Organize Your Letter Organizing your order letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your order These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft an order letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work Close Your Letter An order letter should close in a professional manner Once your last paragraph is written sign off between a complimentary close such as Sincerely or Thank you and your printed name If you are writing in conjunction with an official duty place your title below the printed name Additional information such as dictation remarks notification of attachments enclosures and copies sent to other individuals should be placed beneath the title line Review and Revise Your Order Letter Reviewing and revising your order letter is the final step in the writing process You will check your draft in this step making sure that your objective is clear and your scope is concise Put yourself in the reader s shoes as you examine the rough draft Ask yourself

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1468&guideid=71 (2015-10-15)
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  • Refusal Letters
    as a human being Establish Your Objective The objective of a refusal letter is to say no to either an invitation or a job offer It notifies the reader of this decision and provides the reason why it is being declined Your refusal should begin with a genuine appreciation for the opportunity that was offered Include a simple thank you as you begin your letter Courtesy never goes out of style and your reader will appreciate your attention in that regard Determine Your Scope The scope of your refusal should be brief and upbeat explaining the reasons that prevent you from accepting the invitation or offer In refusing a job offer restate the title of the position Doing so reaffirms the essential details of the offer being declined and ensures that your objective is understood Inform your reader of the reason s why you are declining Be forthright with the potential employer Perhaps another company offered a better benefits package or an unexpected opportunity you ve been waiting for finally became available You are not the first person to decline a job offer treat it as an opportunity to build good will After all you don t know what the future holds One day you may find yourself knocking on the same door again Organize Your Letter Organizing your refusal letter before you begin to write it will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of relevant points and place them in the sequential order that will best help your reader comprehend your refusal These points will become the backbone of your working draft Draft Your Letter Working from an outline is the simplest way to draft an refusal letter You organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work Close Your Letter A refusal letter should close in a professional manner Once your last paragraph is written sign off between a complimentary close such as Sincerely or Thank you and your printed name If you are writing in conjunction with an

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1469&guideid=71 (2015-10-15)
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  • Response Letters
    that your reader is a busy person so getting to the point is important Your goal is to have the reader make a decision quickly and respond in a timely manner Information that is not related to your objective should be left out Consider your targeted reader Make it your business to now something about that person What is their title or position Are they the president of the company or the shipping clerk Do they have what you want Can they do what you ask Give them the relevant background information needed in order to make an informed decision Let the reader know who you are and something about your motive If you are to receive some benefit it may help to explain for what purpose the benefit will be used If the reader is to receive some benefit it may help to offer an incentive to respond Put yourself in the reader s shoes and ask yourself what and how much background information is needed in order to take the action you are requesting Would you already know everything you need to know or would you need a little more While you are in their shoes you might also ask yourself how much persuasion you would you need in order to be moved to act This will help you determine whether you have supplied too much information or not enough It will also help you determine what information needs to be qualified or amplified for the reader s benefit Organize Your Letter Organizing your response letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your response These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft a response letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in mind that you are writing a rough draft For the moment you can ignore spelling grammar punctuation sentence and paragraph structure Those are technical details that you will pay attention to in the final step when you review and revise your work

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1470&guideid=71 (2015-10-15)
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  • Sales Letters
    dentists or lawyers you are singling out a group of people with an identifiable need or desire one that you can fulfill or satisfy in some way This group is your target audience Each member is a potential customer Keep in mind that people do business with people When you personalize your sales letter addressing the reader by name you recognize that person s individual importance and their value as a human being Establish Your Objective The objective of a sales letter is threefold To attract attention Generate interest Induce a purchase Your sales letter may not induce an immediate purchase however it should at the very least meet the first two objectives It should provide its readers with enough information to heighten their brand awareness about who you are and what goods or services you have to offer They may return as a customer in the future After all on the day that your direct mail piece arrives the targeted reader may neither need nor want what you have to offer Regardless your sales letter can have a positive residual effect if it succeeds in creating a strong and favorable impression at the time it is received Determine Your Scope To be effective the scope of a sales letter must identify one or more of the following A problem that can be solved A need that can be fulfilled A desire that can be satisfied A pleasure that can be gained It must then present an attractive solution in a manner persuasive enough to accomplish the objective of the letter convincing the reader to make a purchase Successful sales letters gear their pitch toward the benefit received by the reader rather than the actual goods or services being offered Organize Your Letter Organizing your sales letter will establish a logical order in which to present your information You have already begun this task by establishing an objective and determining your scope Refer back to them Together they include much of the content that will become the body of your letter A simple outline will get you organized Begin by creating a list of items that your package will include and put them in the sequential order that will best help your reader comprehend the contents of your package These points will become the backbone of your draft your outline will become a checklist Draft Your Letter Working from an outline is the simplest way to draft a sales letter You have already organized yourself by creating a list Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea In order that your thoughts and ideas are conveyed in a cohesive manner write in as natural a sounding voice as possible Try writing your draft quickly and then read it out loud Concentrate on communicating your objective to your reader Make sure that the scope of your letter contains all the relevant information included in your organizational list Keep in

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1471&guideid=71 (2015-10-15)
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  • Informational Memos
    subject line of the heading making its objective clearly comprehensible to its readers while alerting them to the relevance of the information it is delivering The subject line should define the specific topic that your information relates to and the opening paragraph should remove any question from the reader s mind regarding the built in who what where when and why s of that topic If required a summary and discussion following the opening should flesh out the need to know details and close any so what doors that may have been left open Think of it this way the ignore this memo room is right through those so what doors Shut them Determine the scope of your memo First write down a clear description of your topic in the subject line Be specific Next review your list of answers to the W questions Beef it up with new lines containing need to know information that helps your reader understand the memo s relevance Again sentence fragments are fine On completion you will have determined your scope Later while drafting your memo this list will be turned into complete sentences and paragraphs Organize Your Letter Before drafting an informational memo pick out an organizational method that best suits the logical or sequential order in which you would like the details to appear A simple outline will help organize your thoughts In the editing boxes of Steps 2 and 3 you have already begun this task by creating lists that helped you establish your objective and determine your scope Refer back to them Together they include much of the content that will become the body of your memo Begin to organize your memo Review the work you did and organize your lists with an eye toward building a framework in which your reader will clearly understand the relevance of your information If your outline seems disorganized you probably have something out of order Feel free to move things around On completion you will have a simple outline that you can use as a reference guide when you begin drafting your memo Draft Your Memo The best way to draft an informational memo is to write quickly you should work from an outline You have already organized yourself with a sequentially ordered list consequently you already have an outline This list is all you need Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea Your voice needs to be natural and strong clear and cohesive as if you were speaking to someone in person Write quickly and concentrate on communicating your objective When you are through read the draft out loud Listen as if you were the reader Does the scope of your memo contain everything on your organizational list Does it include everything the reader needs to know Keep in mind that you are writing a rough draft For the moment you can ignore spelling and grammar sentence and paragraph

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=1481&guideid=73 (2015-10-15)
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