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Letters: The Indirect Approach
Week 3, Part 1
Reminder
1. Slideshare.net/janegriffith
Today
1. Indirect letter (con’t)2. Practice indirect letter
Grammar-rama
7Cs constructive courteous clear and concise concrete and specific complete coherent correct
Grammar-rama: Courteous
Using friendly format Being personal Being tactful
Grammar-rama: Courteous
Using friendly format Font size—easy to read Traditional margin sizes—easy to read Short paragraphs Minimum jargon White space Documentation Table of Contents
Grammar-rama: Courteous
Being personal Reader-centred (not writer-centred) Not the same as casual More “you” and “your,” and less “I” and “me” Use the proper name in the salutation
Exception: I will be happy to answer any questions Any questions you may have will be happily
answered.
Being tactful
Thank you for agreeing last month to attend our boardmeeting today to hear how your company can support
us in the good work that we do in the community. Attached herewith is our draft funding proposal.
Please review it before our 3:00 meeting today. Page 15, which gives three funding scenarios, should be of particular interest to you.
I look forward to seeing you later today.
Best Regards,
Sadie Bean
Hi Glen, I got this year’s draft funding proposal half an hour ago and have attached the Executive Summary for your review. This review should save us considerable time at our 3:00 meeting because it answers key questions. For example, it includes three funding scenarios.
I look forward to seeing you later today. Regards,
Sadie Bean
Courteous: Being Tactful
Appropriate language: Gendered language People First movement Specific language Knowing your audience
Grammar-Rama
Chairman Mailman
Clergyman Mankind
Congressman Manpower
Fireman Policeman
Foreman Salesman
Workman Weatherman
Grammar-Rama
Gendered Agreement errors: using “he” as general
pronoun
Grammar-Rama
People First
http://www.laddc.org/main/wp-content/uploads/2008/10/kathie-snow-people-first-article.pdf
Grammar-Rama
Handicapped She’s autistic He’s crippled She’s confined to a wheelchair Normal Handicapped parking
Grammar-Rama
Be specific—don’t stereotype! Know your audience!
Indirect Approach
How do you deliver bad news?
Body Paragraphs
Be constructive Make the bad news/refusal clear Present alternatives Close constructively
Assignment Details
Peer edit due: January 25 Final version: January 27 Write a letter using format discussed today Letter should be 200 words Choose ONE scenario:
#1-5 on page 66-67 Change scenario slightly: you already know
the person, you have already made the request, and now you are delivering bad news that it will cost more/take more time.
Feedback from Direct Letters More Content Rephrase the scenario Erase tired/filler sentences How to add another page www. slideshare.net/janegriffith
Page 2
Left corner: reader’s name and the date underneath
Right corner: page number First page: no page number Bottom of page: no page number