Letters: The Direct Approach

Week 2, Part 2

Reminder

1. Slideshare.net/janegriffith

Today

1. Technical Writing Introduction2. Letter structure: review3. Direct letter: review4. First assignment: time to work on it

Grammar-Rama

Avoid cliches like the plague

Grammar-rama

Cliches On the same wavelength On the same page Singing from the same song book Thinking outside the box

Avoid empty phrases

Thank you for your time Employees are importuned to safeguard

the security of the college’s chattels Due to circumstances beyond our

control Thanking you in advance

Plain Language

Royal Insurance Company of Canada: sale increase of $58 million to $79 million

The Ontario Ministry of Education and Training: takes 50% less time to process

Provincial government of BC Small Claims Court Acts: handles 40% more cases with same number of staff

Technical and Workplace Communication Traditionally: Secretaries Same:

Audience Tone Sentence structure Grammar

Different: Purpose Audience Format

Technical and Workplace Communication Use white space to enhance readability Use document design elements (eg readable fonts

and sizes, bolding, italics, and colour) Use headings and well-labeled graphics (if

appropriate) Use lists, tables, indexes Jargon-free Use plain language Reader-centred approach Replace needlessly negative with concrete and

active

Letters: Format

Eight Parts1. Writer’s address2. Date3. Reader’s address4. Subject line5. Salutation6. Body7. Complimentary close8. Enclosures (if any)

Sample

Assignment Details

Peer edit due: January 13 Final version: January 18 Write a letter using format discussed

today Letter should be 200 words Choose scenario 2, 3, 4, or 5 from page

87 in the textbook

Body Paragraphs

•Letter should be no longer than one page•Paragraphs: aim for 3-5 in a letter•First paragraph

•Short•Introduce yourself and the purpose

•Middle paragraph(s)•Give details

•Final paragraph•Remind reader of the message, thank the reader, and provide contact information.

Tips

Write short, well-organized, coherent paragraphs. Use transitions.

Invent details for paragraph 2.

Remember that appearance matters. Balance your document both vertically and horizontally on the page.

Don’t forget to sign your letter.

Tips

Avoid exchange of more letters with plenty of detail “Please send me information on scanners.” “Please send me information on scanners

that would work with my Mac G3. My operating system is 8.5, and I have 98 MB of built-in memory. My budget is $500.”

Time for Letters

Construct a letter now Ask questions Share with a peer