Types of Letters

University:
California State University, Chico
Course:
BCOM 300W | Communication in Business
Academic year:

2023
Views:

349

Pages:

2
Author:

JJIssac

TYPES OF LETTERS Informative Letters Informative letters primarily convey information clearly and fully. Examples are inquiries, replies about goods/prices, quotations, tenders, orders, biodata, contracts, and complaint letters describing problems. Techniques: Ensure correctness, clarity, and conciseness of all details. Carefully organize large amounts of information into sections with subheadings. Maintain logical flow within sections. Meet the reader's needs by including relevant details in a reader-friendly sequence. Use simple vocabulary, short sentences, bullet points, tables etc to aid clarity with complex information. Adopt a helpful, courteous, professional tone. Offer further information if needed. Persuasive Letters Persuasive letters aim to get the reader to take some action. Examples are sales, collection, bargaining, requesting favors, cover letters, and promoting alternatives. Techniques: Be credible and trustworthy with correct details. Show concern for the reader's needs and desires. Explain the logic behind proposals clearly. Use emotionally appropriate appeals suited to the reader's values. Maintain a respectful, objective, professional tone - not boastful or condescending. Present a pleasing, attractive document. Persuasion often requires a series of communications using different media. Good News Letters Good news letters grant requests, agree to terms, award contracts, appreciation, congratulations etc. They build relationships. Techniques: Convey the good news upfront with positive emphasis and a cheerful tone. Provide prompt, courteous service and complete information needed to proceed. Explain why it was possible to agree to the request. Avoid any hint of grudgingness. End with a goodwill message. Bad News Letters Bad news letters convey negative replies, refusals, rejections, warnings, terminations etc. Creativity and empathy are needed to make them acceptable. Techniques: Get details correct. Adopt a courteous, considerate tone showing cooperation. Organize as: buffer stating common ground, reasons/justifications and bad news, goodwill ending. Lead positively, emphasize what can be done. Give acceptable reasons outside your control. Offer constructive solutions and alternatives. Apologize for inconvenience. State next steps and willingness to help. Responding to Bad News Respond immediately to others' bad news with letters of sympathy, condolence etc. Write sincerely without delay, keep it short. The response matters more than writing style.