urgent

580/OCL112

John Smith

111 Veteran Way

Houston, Texas 77030

Dear Mr. Smith:

Please note that the “In Reply Refer To:” line, only the station number and your routing symbol are necessary. Please do not list the veteran’s name and Social Security number below the “In Reply Refer To:” line. It is not necessary since it should be in the body of the letter if pertinent to the inquiry. The closing statement has been changed from “Sincerely yours,” to “Sincerely”.

In preparing a response, be certain to follow the three basic components of communication – tell them what you are going to tell them, tell them, and tell them what you told them. Be certain to analyze the reader and know your target audience. Express empathy for the writer’s situation if appropriate. Remember to use a plain language style when preparing correspondence.

Do not use industry specific language or acronyms without defining them. When using an acronym, spell it out first and show the acronym in parentheses directly behind the term, after which the acronym may be used throughout the remainder of the document.

Remember that the letter is being signed by the Director, so instead of writing “As we discussed….”, write “As you discussed with (insert employee’s name or position)….”. Be certain to complete grammar, spelling, and punctuation checks on the document.

Sincerely,

Francisco Vazquez, MBA

Medical Center Director

FV/xx (preparer’s initials)