Application Assignment #6: Letter Writing -- DUE 10/13

Introduction

This assignment is based on Lumen Learning Module 8: Letters. Although letters may not be the most common type of workplace correspondence, they are often the most important. These days, you know that something important is happening if you receive or are compelled to write a letter. That’s why we are practicing letter writing here. You will write one letter, choosing from four types listed below. You are not required to send the letter.

Submit with a Memo

Upload your letter along with a short memo that explains anything I need to know that isn’t in the letter. For example, if you are writing about a situation that both you and the recipient are familiar with, you won’t need to include all the backstory. Clue me in with your memo! For example, if you create a scenario for the bad news letter, explain in the memo that this is a fictional situation. Also, explain in the memo whether or not you would actually send this letter. The memo and the letter should be uploaded separately. 

Follow Professional Protocol 

• Use a standard business-letter format. There are some examples in Moodle. The examples in Lumen Learning are okay, but be sure to single space everything in the letter.
• Use a letterhead if you have one. If not, your return address should be typed and the top of letter and aligned to the left margin.
• Use headings and lists in this letter, if appropriate.
• As with all writing assignments in this course, use the standards of good writing style, grammar, punctuation, usage, and spelling.
• Organize the letter using the 3-part general outline described in the online text.
• Be sure to include a purpose statement in the letter.
• Be sure to describe how you expect your audience to use your letter (what you expect him/her/them to “do” with the letter).
• Avoid sexist (“Dear Sir” or “Dear Madam”) or nondirective (“To Whom It May Concern”) salutations.
• Keep your writing style simple. Sentences should be short and succinct. 
• Avoid rudeness, sarcasm, flattery, or threats. Avoid praise of the company or flattery to your reader.

Use fake names and addresses for businesses and people if your letter involves a private situation. You need to include this fake information in order to practice formatting. If you are writing as an aggrieved consumer, there’s no need to use fake names for the company. You can X out your personal information. 

Letter Type Options

• Claim Letter (a.k.a. Complaint letter; something is wrong)
• Letter of Inquiry (you want something)
• Adjustment Letter (positive or negative; responding to a request)
• Letter of Decline or Letter of Acceptance (bad or good news letter)

If your letter is about a real situation, you should consider sending your letter. Students in the past have received responses that serve as interesting and sometimes good examples of professional writing. However, be wise if this would ethically affect your current position. Remember, real world writing has consequences.

Option 1: Claim/Complaint Letter

With a claim/complaint letter, your goal is to convince the audience to follow through with your requested action or to understand and rely on your information as credible. Many documents require such persuasion or authority.

Please follow these directions carefully:

1. Choose a real situation, product or service that you have been displeased with. You don’t have to write about a product. You may be displeased with a policy at work or a recent decision by the city commission. 
2. Find the real address to the company or party responsible for the product or service or decision. (You may need to find the company’s website or call a local /1-800 number.)
3. Find the name of the person or department who would receive your letter.
4. Articulate who you are, what has happened, what needs correcting and why.
5. Remain factual in your claim letter. Don’t get angry or emotional, since facts, not feelings, get results.

In paragraph 1, give the facts by briefly describing the purchase. Give the date, place, item, and cost. Add information about the salesperson, delivery, and installation as needed to support your claim.

In paragraph 2, explain what went wrong in a factual way that shows that you were not to blame. If you are requesting damages, be sure to include estimates and documentation.

In the next paragraph(s), be very specific (but reasonable) about what you want and when you want it. If you want a full cash refund and additional money for damages, say so. Don’t let the reader decide what you should receive. Close your letter in a brief but positive way.

Option 2: Inquiry Letter

Here you will be requesting more information on a given topic, service, product. Pick something you’re interested in to add meaning to this assignment. Often these are written to government bodies, organizations, or institutions. You might request instructions or simple facts or procedures.

If you write an unsolicited inquiry letter:

• Begin the body of the letter with a genuine introduction; don’t just dive into a discussion of your project or the information you need.
• Include information on who you are, what you are working on, why you need the information you are going to request.
• Use some easy-to-answer format such as a numbered list of questions to make the recipient’s job of answering easier.
• Reassure the recipient that you have investigated all the regular sources of information and have not been able to get the information you are requesting.
• Avoid scattershot requests for information (for example, “please send all available information on the World Wide Web”).
• Express gratitude for any help the recipient can provide you; find some tactful way to show how the recipient will also benefit by helping you.

Option 3: Adjustment Letter

Write to someone following up on a previous request or interaction. You have authority and must write to resolve an issue or complaint that someone has raised. Pay close attention to the tone and style of your writing. You can either create a scenario or use a scenario from your own experience. Perhaps you could pretend that you own a company that provides a service and someone has complained about your service. This would be the letter you send in response to the complaint. 

Option 4: Letter of Decline/Letter of Acceptance (the bad/good news letter)

Write to someone telling them of a rejection, a lay-off, a demotion, a disciplinary action, a pay-cut, etc. Don’t confuse this with the Claim/complaint Letter. Here you have authority and must wield it wisely via you tone and style. You can either create a scenario or use a scenario from your own experience. If you are really stuck, here’s a scenario. Make up fake addresses for yourself and Lindsey. 

Grading Rubric

Transmittal Memo (5 points)

Uses memo format; submitted as a separate page; identifies type of letter; includes backstory for the letter; states whether the letter will be sent.

Letter Format (5 points)

Uses a standard business letter format; includes a complete address; addresses a specific person; uses headings and lists, if appropriate; uses appropriate salutation.

Letter Content (5 points)

Uses 3-part general outline; includes information specific to the purpose of the letter; explains the situation in sufficient but not excessive detail; is clear about purpose and desired outcome.

Editing: Style and Tone (5 points)

Sentences are clear; most sentences are shorter than 20 words; tone is polite but firm; most verbs are active -- avoids excessive use of "state of being" verbs; headings use parallel structure.