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Chapter 19Letters and Employment

Correspondence

Technical Communication, 9/eJohn M. Lannon

PowerPoint prepared by Jimidene Murphy

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When a Letter is Better than a Memo or Email

Use a letter when you need to Personalize your message Convey a dignified, professional impression Act as a representative of your company Present a carefully constructed case Respond to clients, customers, or anyone outside

your organization Provide an official notice or record of an

announcement or legal action

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Parts of a Letter

Heading / company nameHeading / company name

Date and inside addressDate and inside address

SalutationSalutation

Body of letterBody of letter

Closing and signatureClosing and signature

Any notationsAny notations

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Special Parts of a Letter

Attention line Subject line Typist’s initials Enclosure notation Distribution notation Postscript

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Design Factors

Quality stationary Uniform margins and spacing Appropriate headings for multiple

pages Appropriate envelopes

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Interpersonal Considerations

Focus on the reader’s perspective Use plain English Focus on the human connection Anticipate the reader’s react Decide on the direct or the indirect plan

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Types of Letters Inquiry letters Letters requesting an informative

interview Answers to telephone and email

inquiries Claim letters

Routine Arguable

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Preparing a Résumé Gather contact information Statement of objective Education Work experience Personal data Interests, achievements, awards, and

skills References

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Organizing a Résumé

Give some advantages and disadvantages of each of the following ways to organize a

résumé. When would you want to use each?

Reverse chronological orderReverse chronological order

FunctionalFunctional CombinationCombination

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Job Application Letter

Image

Target audience

Two types Solicited Unsolicited

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Electronic Job Hunting

Online employment resources

Electronic scanning of résumés Preparing content for a scannable

résumé Designing a scannable résumé

Hyperlinking a résumé

Protecting your privacy

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Support for the Application

Dossier Portfolio Interviews Follow-up letters Letters of acceptance Letters of refusal

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Any Questions?

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