Technical Writing Lecture 3: Letters

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What is the primary goal of a follow-up letter after a job interview?

To express disappointment for not getting the job

To inquire about the status of the application

To demonstrate professionalism and attention to detail (correct)

To provide additional information about the application

When is it especially important to write a follow-up letter?

After a job application

After a job interview (correct)

After receiving a product

After a product complaint

What is the main purpose of an adjustment letter?

To apologize for a mistake (correct)

To thank the recipient for their business

To offer a discount on a product

To introduce a new product

What is included in the adjustment letter from Bills Bikes?

A prepaid voucher to send back the incorrect bike and a $100 gift voucher Signup and view all the answers

Why did Bills Bikes write an adjustment letter to Noe S. Johnson?

To respond to a product complaint Signup and view all the answers

What is the tone of the adjustment letter from Bills Bikes?

Formal and apologetic Signup and view all the answers

What is the purpose of sending a follow-up letter after a job application?

All of the above Signup and view all the answers

What should you do after receiving a follow-up letter?

Respond to the letter immediately Signup and view all the answers

What is the primary purpose of an inquiry letter?

To request information about a company or organization Signup and view all the answers

What should be included in the second paragraph of an inquiry letter?

A clear statement of your purpose and/or request Signup and view all the answers

What is the main difference between a resume and a job application letter?

A resume outlines your work experience, while a job application letter explains why you are qualified for the position Signup and view all the answers

What is the typical length of a letter in a corporate environment?

One page Signup and view all the answers

What are the two main purposes of a job application letter?

To explain why you are qualified for the position and to outline your skills and accomplishments Signup and view all the answers

What is the primary audience for a letter in a corporate environment?

Vendors, clients, lawyers, colleagues, and governments Signup and view all the answers

How should specific requests be presented in an inquiry letter?

In a list form for clarity Signup and view all the answers

What is the purpose of a complimentary close in a letter?

To conclude the letter in a friendly way Signup and view all the answers

Study Notes

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.