Transcript TechComm19 New

Chapter 19
Letters and Employment
Correspondence
Technical Communication, 9/e
John M. Lannon
PowerPoint prepared by Jimidene Murphy
© 2003 Pearson Education, Inc., publishing as Longman Publishers.
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When a Letter is Better than
a Memo or Email
Use a letter when you need to
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Personalize your message
Convey a dignified, professional impression
Act as a representative of your company
Present a carefully constructed case
Respond to clients, customers, or anyone outside
your organization
Provide an official notice or record of an
announcement or legal action
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Parts of a Letter
Heading / company name
Date and inside address
Salutation
Body of letter
Closing and signature
Any notations
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Special Parts of a Letter
 Attention line
 Subject line
 Typist’s initials
 Enclosure notation
 Distribution notation
 Postscript
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Design Factors
 Quality stationary
 Uniform margins and spacing
 Appropriate headings for multiple
pages
 Appropriate envelopes
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Interpersonal Considerations
 Focus on the reader’s perspective
 Use plain English
 Focus on the human connection
 Anticipate the reader’s react
 Decide on the direct or the indirect plan
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Types of Letters
 Inquiry letters
 Letters requesting an informative
interview
 Answers to telephone and email
inquiries
 Claim letters
 Routine
 Arguable
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Preparing a Résumé
 Gather contact information
 Statement of objective
 Education
 Work experience
 Personal data
 Interests, achievements, awards, and
skills
 References
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Organizing a Résumé
Give some advantages and disadvantages of
each of the following ways to organize a
résumé. When would you want to use each?
Reverse chronological order
Functional
Combination
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Job Application Letter
Image
Target audience
Two types
 Solicited
 Unsolicited
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Electronic Job Hunting
Online employment resources
Electronic scanning of résumés
 Preparing content for a scannable
résumé
 Designing a scannable résumé
Hyperlinking a résumé
Protecting your privacy
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Support for the
Application
 Dossier
 Portfolio
 Interviews
 Follow-up letters
 Letters of acceptance
 Letters of refusal
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Any Questions?
For additional help reviewing this chapter,
please visit the Companion Website for your
text at http://www.ablongman.com/lannon.
© 2003 Pearson Education, Inc., publishing as Longman Publishers.
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