Transcript Special Messages - Algonquin College

C
10
H
A
P
T
E
R
Goodwill and Special
Messages
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Learning Objectives
Recognize opportunities for writing good-will
messages
Appreciate how special messages can build
goodwill.
Write letters of appreciation, congratulations, and
sympathy.
Write letters of recommendation and introduction.
Write form and guide letters.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Writing Plan for Goodwill
Messages
Identify the situation in the opening.
Include specific details and personal
thoughts in the body.
Close with a forward-looking thought or a
concluding remark.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Goodwill Messages
Three kinds of goodwill messages:
Messages of appreciation
Messages of congratulations
Messages of sympathy
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Appreciation
To customers for their business
To hosts for their hospitality
To colleagues for jobs well done
To individuals who have performed favours
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Appreciation
Dear Mia and Kevin:
Thanks for inviting the members of our line
dancing club to your weekly club meeting
last Friday.
Opens with
appreciation
for favour
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Appreciation
Your group’s warm reception and patience
while we were attempting to learn the new line
dance being taught was appreciated. The
delicious lunch and the lively discussion
between dances served to create an enjoyable
evening that we will long remember.
Recalls
specifics
and details
for personal
touch
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Appreciation
The Keepin’ It Country Club members
appreciate the opportunity provided for us to
become better acquainted with Kickin’
Country Club members. We are planning a
return invitation.
Highlights
most
important
reason for
appreciation
Sincerely,
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Congratulation
For promotions, appointments
For awards
For engagements, marriages, anniversaries,
births
For any significant event
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Congratulation
DATE:
TO:
FROM:
SUBJECT:
January 27, 200x
Denise Einck
Dave Eberhart
CONGRATULATIONS!
The birth announcement West Elementary received for
your new daughter, Allison Lee, is wonderful news!
You and your husband Monte will be excellent parents.
All the students in your first grade class are eager to
meet the new baby, and they are looking forward to
your return. The staff sends its congratulations and
wishes you well.
Includes
personal
references
and
specific
details
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Sympathy
To console a friend, colleague, relative, or
loved one
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Sympathy
Dear Ann:
All your colleagues here in Human Resources
were saddened to learn of the passing of your
husband Don. Words cannot express our
deepest feeling, but we want you to know that
your departmental friends share your grief and
understand the profound loss that you have
suffered.
Consoles
the reader
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Sympathy
Don’s generosity, his zest for life, and his love
for you were evident to all. He will surely be
missed.
Points out
loved one’s
virtues
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Messages of Sympathy
If we can do anything to ease your sorrow,
please know that we are here to help.
Expresses
willingness
to help
Sincerely,
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Writing Plan for Letter
Requesting Permission for
Recommendation
Open with compliment and explanation.
Provide information to help reader comply
with request.
Express appreciation and make replying
easy.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Letter Requesting Permission
for Recommendation
Dear Mrs. Desrochers:
Your courses in the medical secretarial training
program provided me with excellent skills for
a career in the medical field. Because you
know my work as a student, may I have your
permission to list your name as a reference
when I apply for a job?
Compliments
and explains
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Letter Requesting Permission
for Recommendation
As I will graduate from Ridgewater College in
May, I will be applying for jobs soon. Listing
your name as a reference will assist my efforts.
Enclosed is a résumé providing information
about my background as you prepare a
recommendation.
Provides
information
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Letter Requesting Permission
for Recommendation
Thank you for the comprehensive foundation
you provided in your courses and for any help
you can provide in my job search. Use the
enclosed postage-paid card to let me know if
you will serve as a reference.
Expresses
appreciation
Sincerely,
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Writing Plan for Letter of
Recommendation
Opening:
Identify the reason for writing.
Suggest the confidentiality of the
recommendation.
Establish the relationship of the writer.
Identify the length of employment and job
duties.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Effective Opening
To Prospective Employers:
I am pleased to submit this confidential
recommendation in support of Carole Ewing, who
has been a student in my classes and who has
worked under my supervision as an instructional
aide for the past five years.
Carole first came to Lane Community College nine
years ago, enrolling as a student in our Office
Administration Department classes. She
distinguished herself in my courses as a
conscientious, mature, and reliable student who
always performed in the top 15 percent of the class.
Identifies
applicant,
cites
confidentiality
and tells
relationship
of writer
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Writing Plan for Letter of
Recommendation
Body:
Describe the applicant’s professional and
personal qualities.
Describe the applicant’s relations with others.
Include specific details and examples that
illustrate the applicant’s personality and
performance.
Compare the applicant with others in his or her
field.
Offer an overall rating of the applicant.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Effective Body
Because of her excellent attitude, impressive skills,
and special rapport with fellow students, I asked her to
become a student assistant in our Word Processing
Centre, of which I was supervisor. Of the 25 or more
students who have worked in that capacity, Carole was
by far the best. As an assistant, she helped other
students learn to operate various kinds of complex
word processing equipment. Her poise, supportive
attitude, cheerfulness, and thorough knowledge of the
hardware and software made her an exceptional
teaching assistant. In addition to her instructional
skills, Carole has a remarkable aptitude for mechanics
and technology, making her invaluable in this age of
computers.
Supports
general
qualities
with
specific
details
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Writing Plan for Letter of
Recommendation
Closing:
Summarize the significant attributes of the
applicant.
Draw a conclusion regarding the
recommendation.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Effective Closing
Continuing her education, Carole became one of a very
limited number of individuals to earn the Certified
Professional Administrator rating. This program involves
a rigorous program of academics and testing in
economics, business law, accounting, and other office
administration subjects.
Carole is resourceful, articulate, energetic, enthusiastic,
and creative. I would wholeheartedly recommend her for
any position of management or leadership in office
administration. Of all the students we have graduated in
our program at Lane Community College, I would rank
Carole among the top 2 percent.
Summarizes
main points
and offers
evaluation
Sincerely,
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Recommendation Letter
Content Guidelines
Write only in response to requests.
State that your remarks are confidential.
Provide only job-related information.
Avoid vague or ambiguous statements.
Supply specific evidence for any negatives.
Stick to the truth.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Read the following situation and develop the
paragraphs for a congratulatory letter.
Ms. Alyssa Newman has been elected president
of the Downtown Retail Association.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop an opening paragraph that offers
congratulations.
Dear Alyssa:
Congratulations on being elected president of the Downtown
Retail Association. The Association will benefit greatly from
your leadership.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop a paragraph that gives compliments.
By electing you to this office, members of the Association are
showing their recognition of your ability to lead and your
dedication to the revitalization of downtown Hutchinson. You
should be proud of the confidence that they place in you.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop a friendly closing paragraph.
If I can assist you during your presidency, please call on me.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
You are about to graduate and are applying for
a position with Solitra, Inc. (one that you have
been training for at college). The job
description states that good organizational,
interpersonal, computer, and writing skills are
required of the applicant. Ask your
communication instructor to send a letter of
recommendation before June 4.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop an opening paragraph that identifies
the target position and company. State
immediately why you are writing.
Dear Mrs. Gauthier:
Recently I applied for the position of administrative assistant
to the Human Resources Director of Solitra, Inc. At our last
conference you agreed to help me; therefore, I am now asking
you to write a letter of recommendation to Solitra.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop a paragraph that specifies the job
requirements so that the recommender knows
what to stress in the letter. Also, supply data to
jog the memory of the writer.
The position calls for good organizational, interpersonal,
computer, and writing skills. To help you review my skills and
training, I enclose my résumé. As you may recall, I earned an
“A” in your written communications class; and you
commended my long report for its clarity and organization.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Try Your Skill
Develop a closing paragraph that expresses
your appreciation and states the deadline for the
letter. Make it easy for the recommender to
reply to your request.
Please send your letter before June 4 in the enclosed stamped,
addressed envelope. I appreciate your support, and I will let
you know the results of my job search.
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning
Essentials of Business Communication Third Canadian Edition by Mary Ellen Guffey and Brendan Nagle Copyright 2000 Nelson Thomson Learning