Technical Writing Lecture 3: Letters

Letters in Technical Writing

• Letters are a basic form of technical writing, rarely exceeding one page, and are used in corporate environments for external correspondence.
• Letters can be sent to or received from various entities, including potential employees, vendors, clients, lawyers, colleagues, and governments.

Essential Components of a Letter

• A letter should have the following eight essential components:
  • Writer's address
  • Date
  • Reader's address
  • Salutation
  • Text
  • Complimentary close
  • Signature
  • Typed name

Types of Letters with Specific Purposes

Inquiry Letters

• Letters of inquiry are used to request information about a company or organization.
• They should introduce yourself, clearly state your purpose and/or request, and be concise.
• Specific requests can be listed in a clear format for clarity.
• The letter should conclude in a friendly tone, showing appreciation for the help received.

Job Application Letters

• A job application letter, also known as a cover letter, should be sent with a resume when applying for jobs.
• It explains why you are qualified for the position and should be selected for an interview.
• The letter should highlight your skills, accomplishments, and experiences.

Follow-up Letters

• Follow-up letters express appreciation for the time taken to respond to a request or consider a job application.
• They demonstrate professionalism and attention to detail.
• Follow-up letters are especially important after a job interview, thanking the interviewer for their time.

Adjustment Letters

• An adjustment letter is a response to a customer complaint about a product or service.
• Its main goal is to offer reparation for any mistakes and provide a short explanation for the actions.
• The letter should apologize for the mistake, offer a solution, and include a gesture of goodwill, such as a gift voucher.