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Write a Basic Business Letter that asks a Question

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Question business letter

Postby Dazilkree В» 09.10.2019

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This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles.

Rather, it reflects the unique purpose and considerations involved when writing in a business context. When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim.

Your readers have an interest in what you say insofar as it affects their working world. Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters.

Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional.

In business writing, as in all writing, you must know your audience. In most cases, the business letter will be the first impression that you make on someone. Personal pronouns like I, we, and you are important in letters and memos.

In such documents, it is perfectly appropriate to refer to yourself as I and to the reader as you. When stating your opinion, use I; when presenting company policy, use we. The best writers strive to achieve a style that is so clear that their messages cannot be misunderstood.

One way to achieve a clear style is to minimize your use of the passive voice. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous or overly impersonal. Active voice: The Global Finance Team grossly overestimated the net benefits of subsidiary divestiture. The second version is clearer and thus preferable. Of course, there are exceptions to every rule.

What if you are the head of the Global Finance Team? The passive voice allows you to gloss over an unflattering point—but you should use it sparingly. Business writing should be clear and concise. Take care, however, that your document does not turn out as an endless series of short, choppy sentences. Consider the following examples:. After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.

Nobody liked your project idea, so we are not going to give you any funding. The first version is a weaker statement, emphasizing facts not directly relevant to its point. The second version provides the information in a simple and direct manner. Reread the description of your task for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course.

Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it thorough. Next, identify qualifications, attributes, objectives, or answers that match the requirements you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes.

If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, use them in a manner that will convey your competence and experience. Avoid any language that your audience may not understand. Many people believe that application letters and cover letters are essentially the same. For purposes of this handout, though, these kinds of letters are different.

The letter of application is a sales letter in which you market your skills, abilities, and knowledge. A cover letter, on the other hand, is primarily a document of transmittal. It identifies an item being sent, the person to whom it is being sent, and the reason for its being sent, and provides a permanent record of the transmittal for both the writer and the reader. When writing an application letter, remember that you probably have competition.

Your audience is a professional who screens and hires job applicants—someone who may look through dozens or even hundreds of other applications on the day she receives yours. Your ultimate goal is to obtain an interview. Application letter checklist:. To save your reader time and to call attention to your strengths as a candidate, state your objective directly at the beginning of the letter. If you have been referred to a company by one of its employees, a career counselor, a professor, or someone else, mention that before stating your job objective.

In subsequent paragraphs, expand on the qualifications you mentioned in your opening. Add any appropriate details, highlighting experience listed on your resume that is especially pertinent to the job you are seeking.

Close with a request for an interview. Proofread your letter carefully. Two sample letters of application are presented below. The writer is not applying for a specific job opening but describes the position he seeks.

The second letter Sample 2 is from a college senior who does not specify where she learned of the opening because she is uncertain whether a position is available.

I would like to apply for a position as an entry-level programmer at the center. I understand that Taylor produces both in-house and customer documentation. My technical writing skills, as described in the enclosed resume, are well suited to your company.

I will be happy to meet with you at your convenience and discuss how my education and experience match your needs. You can reach me at my home address, at , or at krock devry.

I would like to be a part of the department that developed the Internet Selection System but am unsure whether you have a current opening. In the program I was assigned to several staff sections as an apprentice. Most recently, I have been a programmer trainee in the Engineering Department and have gained a great deal of experience in computer applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc. I look forward to hearing from you soon. Rebecca Brock Cover letters As mentioned previously, application letters and cover letters are not the same. A cover letter identifies an item being sent, the person to whom it is being sent, and the reason for its being sent. A cover letter provides a permanent record of the transmittal for both the writer and the reader. In a cover letter, keep your remarks brief.

Your opening should explain what you are sending and why. In an optional second paragraph, you might include a summary of the information you are sending. A letter accompanying a proposal, for example, might point out sections in the proposal that might be of particular interest to the reader.

The closing paragraph should contain acknowledgements, offer additional assistance, or express the hope that the material will fulfill its purpose. The following are examples of cover letters. The first letter Sample 1 is brief and to the point. The second letter Sample 2 is slightly more detailed because it touches on the manner in which the information was gathered. Please call me collect ext. Enclosed is the report estimating our power consumption for the year as requested by John Brenan, Vice President, on September 4.

The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building A. We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

If you need more information, please let me know. Enclosure: Report You can find more samples of various types of resumes and business letters at University Career Services. We consulted these works while writing this handout. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial.

Covey, Stephen R. Upper Saddle River, N. Locker, Kitty and Donna Kienzer. Business and Administrative Communication. Boston: McGraw-Hill, You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill.

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Writing a basic business letter that asks a question, time: 2:54
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Re: question business letter

Postby Kazram В» 09.10.2019

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Re: question business letter

Postby Mauzuru В» 09.10.2019

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Re: question business letter

Postby Vomuro В» 09.10.2019

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Re: question business letter

Postby Milrajas В» 09.10.2019

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Re: question business letter

Postby Shaktirg В» 09.10.2019

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Re: question business letter

Postby Ganris В» 09.10.2019

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Postby Jugami В» 09.10.2019

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Re: question business letter

Postby Kell В» 09.10.2019

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Re: question business letter

Postby Gardasar В» 09.10.2019

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Re: question business letter

Postby Maur В» 09.10.2019

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Re: question business letter

Postby Kitaxe В» 09.10.2019

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Re: question business letter

Postby Voodooramar В» 09.10.2019

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Re: question business letter

Postby Visar В» 09.10.2019

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Postby Kigal В» 09.10.2019

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Postby Zulkinos В» 09.10.2019

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Postby Goltitaxe В» 09.10.2019

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Postby Dusho В» 09.10.2019

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Re: question business letter

Postby Akinozilkree В» 09.10.2019

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Re: question business letter

Postby Vijar В» 09.10.2019

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Re: question business letter

Postby Tauzilkree В» 09.10.2019

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Re: question business letter

Postby Kagazil В» 09.10.2019

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Postby Kajizragore В» 09.10.2019

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Postby Malazil В» 09.10.2019

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Postby Tolkree В» 09.10.2019

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