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    Business Letters – Business Communication

    35 BUSINESS LETTERS

    Letters that convey pleasant messages are referred to as “good news” letters. Letters not likely to generate any emotional reaction are referred to as routine letters.  The organizational pattern of both types of letters follows a deductive pattern in which the major idea is presented first, followed by supporting details.  The deductive sequenceof-ideas pattern has several advantages:

    Figure 10.1: Different Organizational PatternsAUDIENCE REACTION ORGANIZATIONAL PLAN OPENING BODY CLOSE

    Eager or interested Direct  requests Begin with the request or main idea. Provide necessary details Close cordially and state the specific action desired.

    Pleased or neutral Routine, good news, and goodwill messages Begin with the main idea or the good news. Provide necessary details. Close with a cordial comment, a reference to the good news, or a look toward the future.

    Displeased Bad-news messages Begin with a neutral statement that acts as a transition to the reasons for the bad news. Give reasons to justify a negative answer.  State or imply the bad news, and make a positive suggestion. Close cordially.

    Uninterested or unwilling Persuasive messages Begin with a statement or question that captures attention. Arouse the audience’s interest in the subject.  Build the audience’s desire to comply. Request action.

    The first sentence is easy to write

    The first sentence is likely to attract attention. Coming first, the major idea gets the attention it deserves.

    When good news appears in the beginning, the message immediately puts readers in a pleasant state of mind, rendering them receptive to the details that follow.

    The arrangement reduces the reading time. Once readers have grasped the important idea, they can move rapidly through the supporting details.

    This basic plan is applicable in several business-writing situations: (1) routine claim letters and “yes” replies, (2) routine requests related to credit matters and “yes” replies, (3) routine order letters and “yes” replies, and (4) routine requests and “yes” replies.

    Figure 10.2: Poor Example of a Routine Claim Letter

    Ineffective and effective applications of the deductive outline are illustrated in the sample letters in this chapter.  Detailed comments have been made to help you see how principles are applied or violated.

    Typically, a poorly written and poorly organized example is followed by a well-written and well-organized example.  The commentary on poor examples explains why certain techniques should be avoided. And the commentary on well-written examples demonstrates ways to avoid certain mistakes.  The well-written examples are designed to illustrate the application of principles of good writing; they are not intended as models of exact words, phrases, or sentences that should appear in the letters you write.  The aim of this case study technique is to enable you to apply the principles you have learned and create your own well-written letters.

    Routine Claims

    A claim letter is a request for an adjustment.  When writers ask for something to which they think they are entitled (such as a refund, replacement, exchange, or payment for damages), the letter is called a claim letter.

    Claim letter. These requests can be divided into two groups: routine claims and persuasive claims.  Persuasive claims, which will be discussed in a later chapter, assume that the request will be granted only after explanations and persuasive arguments have been presented.  Routine claims – possibly because of guarantees, warrantees, or other contractual conditions – assume that the request will be granted quickly and willingly, without persuasion.  Because it is assumed that routine claims will be granted willingly, a forceful tone is inappropriate.

    When the claim is routine (not likely to meet resistance), the following outline is recommended:

    Request action in the first sentence,

    Explain the details supporting the request for action.

    Close with an expression of appreciation for taking the action requested.

    Figure 10.2 illustrates an inductive treatment and figure 10.3 a deductive treatment of a routine claim letter.  Written inductively, the letter in figure 10.2 does transmit the essential ideas; but it is unnecessarily long and the main idea is not emphasized.

    Surely the builder intended to install 50 litre heaters; otherwise, the building contract would not have been signed.  Because a mistake is obvious, the builder would not need to be persuaded.  And because compliance can be expected, the claim can be stated without prior explanation.

    Without showing anger, suspicion, or disappointment, the claim letter in figure 10.3 asks simply and directly for an adjustment.  As a result, the major point receives deserved emphasis.  And given the nature of the audience, the response to it should be favorable.

    स्रोत : ebooks.ibsindia.org

    Write persuasive request letters: business letter format, samples and tips

    How to write business letters to convince your recipient to respond or act. The proper business letter format and examples of persuasive request letters: letter of recommendation request, character reference request, sample donation /charity request letter and more.

    Writing persuasive request letters: tips and samples

    by Svetlana Cheusheva, updated on October 20, 2022

    If your job involves business correspondence, then you certainly write request letters, occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.

    As to request for money letters, all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.

    Time-saving tip! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then, you will be able to send personalized custom-tailored business emails with a mouse click!

    All it takes is the Shared Email Templates add-in that you can see on the right. Once you have it in your Outlook, you won't have to type the same phrases over and over again.

    Just double click the template and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!

    Don't hesitate to check it out right now; a free version is available for download on Microsoft AppStore.

    Well, back to writing business letters, further on in the article you will find:

    Business letter format

    Tips for writing persuasive request letters

    Sample request letters

    Business letter format

    A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.

    Sender's Address. Usually you start by typing your own address. In British English, the sender's address is usually written in the top right corner of the letter. In American English, the sender's address is placed in the top left corner.

    You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.

    If you are writing on stationery with a letterhead, then skip this.

    Date. Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).Reference Line (optional). If your letter is related to some specific information, such as a job reference or invoice number, add it below the date. If you are replying to a letter, refer to it. For example,

    Re: Invoice # 000987

    Re: Your letter dated 4/1/2014

    On-Arrival Notices (optional). If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.Inside Address. This is the address of the recipient of your business letter, an individual or a company. It is always best to write to a specific person at the company to which you are writing.

    The standard is 2 lines below the previous item you typed, one to six lines are acceptable.

    Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.Salutation. Use the same name as the inside address, including the title. If you know the person you are writing to and usually address them by the first name, you can type the first name in the salutation, for example: Dear Jane. In all other cases, it is a common practice to address a person with the personal title and last name followed by a comma or colon, for example:

    Mr. Brown: Dear Dr. Brown: Dear Ms. Smith,

    If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:

    Ladies Gentlemen Dear Sir Dear Sir or Madam

    To Whom it May Concern

    Subject Line (optional): Leave two or three blank lines after the salutation and type the gist of your letter in uppercase, either alighted left or centered. If you have added the Reference Line (3), the Subject line may be redundant. Here are a few examples:

    LETTER OF REFERENCE COVER LETTER

    REQUEST FOR PRODUCT REPLACEMENT

    JOB INQUIRY

    Body. This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.

    स्रोत : www.ablebits.com

    An Introduction to Letter Writing

    Letter writing can be fun, help children learn to compose written text, and provide handwriting practice. This guide contains activities to help children ages 5-9 put pen to paper and make someone's day with a handwritten letter.

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    An Introduction to Letter Writing

    By: My Child magazine

    Letter writing can be fun, help children learn to compose written text, and provide handwriting practice — and letters are valuable keepsakes. This article contains activities to help children ages 5–9 put pen to paper and make someone's day with a handwritten letter.

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    Children, start your letter writing

    Pen pals, old school style

    Introduction

    Letter writing is an essential skill. Despite the prevalence of emails and text messages, everyone has to write letters at some point. Letters of complaint, job applications, thank you letters, letters requesting changes or making suggestions — the list goes on and on. Encouraging children to write letters from an early age will improve their communication, social and handwriting skills, and teach them what they need to know about writing and structuring letters.

    Within schools

    Letter writing can be included in a school's curriculum. Visits to museums or farms prompt thank you letters, for example contacting schools in other countries and exchanging letters links into geography. Writing imaginary letters to historical people can encourage understanding of a historical period or topic. Writing letters encourages good social skills, learning to say thank you and asking for information politely.

    At home

    Letter writing has many purposes, including the following:

    It encourages good manners, especially writing 'thank you' letters

    Children can write invitations

    Children can write letters to friends and relatives

    Pen pals are always popular, giving insights into other children's lives, especially overseas

    In this article:

    Introduction

    What's so special about receiving a handwritten letter?

    Warming up to letter writing

    Introducing letter writing

    Formal letters Informal letters

    Letter of enquiry and letters providing information

    Thank you letters

    Letters of invitation

    Letters of complaint

    Letters to Santa

    Letters to newspapers and magazines

    What's so special about receiving a handwritten letter?

    Quite apart from curriculum requirements, being asked to write letters is a task that will appeal to children. The sheer fun of sending and receiving letters appeals to every child. There is something special about putting letters into the post box and then having letters delivered by the postman… the brightly colored stamps, seeing your name on the envelope and knowing that inside is a long awaited letter from a friend or member of the family. It shows someone cares and has taken the time to sit down and think about you.

    Handwritten letters have a charm of their own. You can take time to think about what you want to say. You can keep letters to read again and again. You can admire the handwriting; share dreams and thoughts. Responding by letter is very different to the immediacy of a text message or an email.

    Back to Top

    Activity 1: Warming up to letter writting

    Use the above themes to encourage the children to discuss letter-writing. Ask the children to put their hands up if they have ever received a personal letter. Ask for one or more volunteers to talk about how they felt to receive the letter. Here are some initial questions that may help:

    What was in your mind as you read the letter?

    Did you keep the letter to read again?

    Did you share your letter with anyone?

    Did you write back?

    And some questions for whole class or group discussions:

    Can the class describe any differences between the handwritten letter and an email?

    Do the children think there is ever a time when only a handwritten letter will do?

    Ask the class to interview each other to find out each individual's experiences of writing and sending letters. This can be recorded in a chart.

    Back to Top

    Activity 2: Introducing letter writing

    Collect a supply of different types of letters — both formal and informal. Ask the children to sort them out into two groups. Which were written to friends? Which are formal letters from businesses? Which features or characteristics distinguish formal from informal?

    Having done that ask the children to look for differences between the two groups. This allows a discussion to take place about the different types of letter. Draw up a chart for each group covering:

    Address — business or private?

    Greeting — formal or informal?

    Style of letter — friendly or business?

    What is the message?

    How does the letter end?

    This will allow the children to find out for themselves the differences between formal and informal letters.

    This could be followed by a discussion of the type of letters the children or their families write. How many occasions can they think of which would deserve a letter to be written? For example:

    Letters of congratulation

    Exchanging news Writing to friends

    Letters saying sorry for doing something wrong

    स्रोत : www.readingrockets.org

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