English essay

Sample

Company Name

Company Address

City, State Zip

Phone Number

Date

Name of Individual

Individual's Title

Individual's Company Name

Address

City, State Zip

Dear Ms. Individual:

Use the information from Exercise 11.20 and write a letter in the modified block format. Refer to Figure 9.3 on page 129 for more information. The first paragraph explains, but does NOT give the bad news. Explain the circumstances behind the bad news. Provide detailed reasons that give a full explanation. Don't place blame or refer to company policy; instead offer reasons. Write using positive emphasis whenever possible. (Make this paragraph 5-7 lines in length.)

In the second paragraph, give the bad news clearly, compactly, and as positively as possible. Do not apologize. Do, after you give the news, provide detailed alternatives. Use "you attitude" for your alternatives and write phrases such as "You can..." and/or "You might consider...." (Make this paragraph 5-7 lines in length.)

Provide a goodwill ending, that gives one or two positive, forward looking statements and an offer of contact. Avoid insincere statements such as "If you need any additional assistance," or "I look forward to doing business with you." (This paragraph should be 2-3 lines in length).

Sincerely,

Your Name

Your Title (optional)

Note: Double-space between paragraphs, and include 3-4 spaces between "Sincerely," and "Your Name."

A note on using passive voice in negative letters: When you give negative news, you don't want to put emphasis on any negative actions. Therefore, you may use passive voice verbs when giving bad news and when explaining the circumstances for the bad news. In other words, you may use is, are, was, were, be, been, being, or am in the first paragraph--the explanation--and in the second paragraph where you give the bad news. However, for the alternatives, use action verbs. Alternatives offer positives for the reader, so you want to emphasize those actions.

Question

Read the case from Exercise 11.20. Write a letter in modified block format and address the letter to the customer based on the information in the business case. Remember, the store is in Chicago and the customer must live in that area.

11.20

Dear Editor:

Every month, we get two copies of the union magazine—one addressed to me, one to my husband. We have different last names, so your computer may not realize that we're connected, but we are, and we don't need two copies. Sending just one copy will save printing and postage costs and reduce environmental waste. My name is Dorothy Livingston; my husband is Eric Beamer. Please combine our listings to send just one copy.

Sincerely,

Dorothy Livingston

As it happens, two years ago you investigated possible savings of sending just one mailing to couples who both work for the state. Sophisticated computerized merge/purge programs to eliminate duplicates are too expensive for the union's tight budget. And going through the mailing list manually to locate and change duplications would cost more than would be saved in postage. Printing costs wouldn't necessarily drop either, since it actually costs less for each copy to print big runs.

But you want to build goodwill—both to this writer and for the union in general. Extra copies of the magazine (whether a double mailing or simply a copy someone is finished with) could be given to a nonmember or taken to a doctor's or dentist's waiting room or a barber or beauty shop. Such sharing would help spread public support for the union and state workers. Write a letter to Ms. Livingston, explaining why you can't combine mailings.

The correct use of these criteria will determine your grade on your final letter:

· The letter is organized correctly:

1. The first paragraph provides explanation, and does NOT give the bad news. This paragraph is 5-7 lines in length.

2. The second paragraph gives the bad news clearly and compactly in the most positive way possible. The paragraph offers detailed alternatives. This paragraph is 5-7 lines in length.

3. The third paragraph offers a goodwill ending that makes a sincere, positive, and forward statement. This paragraph is 2-3 lines in length.

· The letter does not use "I, me, my, myself, we," or "the company name ______."

· Explanation is kept impersonal without placing blame.

· "You" is not used when referring the negative situations and/or to blame the reader or to blame others.

· The letter uses positive words and de-emphasizes the negative information. Avoids the use of negative words such as "no" and "limited," plus most "un-words, in-words," and so forth (refer to chapter 7 for a list).

· The letter does not refer to the reader's or the writer's feelings at all.

· The writing includes specific and accurate word choice and details and does NOT use the following words: thing, good, really, very, extremely, wonderful, outstanding, or any synonym of the above (refer to the online lesson in week 2 on using precise words).

· The letter contains specific and precise alternatives. When writing alternatives, the sentences use active versus passive voice. (refer to the online lesson in week 2 on action verbs).

· The writing uses familiar words.

· The writing uses no slang, cliches, trite or over-used expressions, and no biased or sexist language. (Be sure the salutation goes to Ms. if the letter is addressed to a woman).

· The writing is free of typographical errors.

· Words are spelled and used correctly.

· Commas, quotation marks, and other punctuation marks are used correctly.

· The writing contains correct grammar without sentence fragments, comma splices, and run-on sentences.

· The letter is formatted correctly:

1. Modified block format is used.

2. 12 point Calibri or Times New Roman font is used.

3. Spacing is correct.

4. The letter includes a company letterhead, date, inside address to an individual at a company, a salutation followed by colon, three paragraphs, and a close.

5. All components except for the letterhead are lined up on the left margin