Prewriting and Organizing The Informative/Positive News Letter

Below is the sample format for the assignment and tips for completing the Informative/Positive letter.

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: Choose any of the following exercises and write a letter: 10.13, 10.14, 10.16, or 10.17. (If the exercise says write a memo, write a letter.) Use full block format and follow this example as well as the directions in the prewriting lesson. Refer to page 146, fig 10.1 for more explanation. The first box in the figure--labeled "main point" will be your first paragraph. In the first sentence, give the positive news. Next, include include a summary of the main points. Make this paragraph 3-4 lines.

The second paragraph will include details and must be specific, at least 5-7 lines in length. The letter must include "you" attitude and not use "we, our, my, I" and "the company name _____" in the letter. Use phrases such as "You can..." and "You will receive..."

The third paragraph will contain reader benefits and my also include negatives. Link any negatives to reader benefits. Make this paragraph 5-7 lines. The fourth paragraph will be the goodwill ending: positive outreach and offer of contact. It can be brief, about 2-3 lines.

Sincerely,

Your Name Your Title

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

Limit the passive voice verbs (is, are, was, were, be, been, being, am).

Finally, before you post your draft or submit your final to the drop box, print your letter and examine it closely. You may gain a new perspective on your letter just by reviewing a printed version.