writing effective letters

nullWriting EffectivelyWriting EffectivelyBe PreparedBe PreparedWhat kind of letter does this require? In life and the mid-term, you have to choose What about feelings or relationships? What is my reader likely feeling/thinking? What about cultural issues? High-context or low-context? Which approach is most appropriate? Direct or IndirectDirect vs. IndirectDirect vs. IndirectDirect minimal preamble or introduction Indirect Relationship-building or Background To build/renew a relationship To prepare for bad news To present evidence before conclusionBe SelectiveBe SelectiveSeparate the important issues from the clutter our minds are always full of related ideas that our correspondents do not need to know about if you can’t sort through your jumble of ideas, how can you expect your reader to?Be OrganizedBe OrganizedIdeas occur to us randomly It is up to you to put them into a logical sequence for your reader Separate ideas get separate paragraphs opening request (one or more paragraphs) closeBe ClearBe ClearDon’t force your reader to hunt through a paragraph to find the details When dealing with many items, use points or a table/form Equally true for several issuesBe Culturally AwareBe Culturally AwareHigh-context Culture: first paragraph is always relationship-building probably close the same way Low-context Culture: relationship-building is polite but not necessary focus is on businessHigh-Context Opening High-Context Opening Too Personal for Business “How are you, my friend! I hope this letter finds you and your loved ones well. You are staying busy with lots of customers, I presume, and so you should with all the fine products you have for us.” High-Context OpeningHigh-Context Opening Less Personal, Quite Acceptable “Thank you again from all of us for the excellent service we receive from your highly-qualified staff. It is always a pleasure doing business with you and we look forward to continuing our relationship with your company.”Low-Context OpeningLow-Context Opening“I would like to order the following items:” “Please send the following items …” “I have received your catalogue and would like to order…”Happy MediumHappy Medium “We have dealt with you before and have always found your service and your products to be of the highest quality.” “Thank you for sending us your latest catalogue. It is always a pleasure doing business with you.”Cultural DifferencesCultural DifferencesSeveral cultures Formal Dear Mr. Brown: Informal Dear John: Respectful Dear Mr. John: or Dear Mr. John Brown: English-speaking cultures only two: Formal or InformalBe Complete Be Complete Date Inside (Recipient’s) Address Salutation (‘Dear’) Subject Line (re: or Subject:) at least 3 paragraphs: opening -- request -- close ‘Sincerely,’ or ‘Yours truly,’ Your name (and title)Be ConsistentBe ConsistentReview to ensure you have followed the proper format Full block means NO indenting Exception: bullet points or lists Blank lines between paragraphs requiredConclusionConclusionBe Prepared know what you need to do Be Selective, Organized and Clear say what needs to be said so it can be understood Be Culturally Aware take care of differences Be Complete and Consistent mechanics