Back to course 'ENGL210: Technical Writing'

Topic outline

  • Unit 3: External Communication: Formal Letters

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    While memos are used for internal communication and emails for both internal and external communication, formal letters are mainly used as an external means of communication. Understanding when a communications context requires the more formal delivery of a physical letter falls under the initial considerations of the audience analysis and design/formatting stages of the writing process.

    Letters can range from friendly introductions to more formal announcements with accompanying legal documents. In their more serious capacity, letters seek to create a formal and documented chain of communication. 

    Two main formats exist for letters: the block format and the indented format. Both require the recipient’s and sender’s full names and addresses. They begin with a formal salutation and end with a complimentary closing. Their formal structure helps to convey authority and credibility.

    Completing this unit should take you approximately 6 hours.

    • Upon successful completion of this unit, you will be able to:

      • characterize communication types according to their suitability for particular communication needs;
      • compose and format a formal letter;
      • apply an appropriate writing style that matches the letter's audience and purpose; and
      • understand the job application letter as a special case of formal letter.

    • 3.1: Overview of Formal Letter Writing

      • Business Letters Page
        Students must
        Mark as done

        Read this article, which focuses on the choices writers make in business letters based on audience and style. Near the end of the article, there are several example letters.

      • Writing Activity: Business Letters Assignment
        Students must
        Make a submission

        In a few paragraphs (100–200 words), discuss your experience with formal letters. What are some examples of letters you have encountered that are effective? What about ineffective examples? What role does anticipating reader's reactions and questions play in being concise and to the point? How does anticipating questions save time overall?

    • 3.2: Business Letter Format

      • Creating a Block Style Business Letter Page
        Students must
        Mark as done

        Watch this video. Using the directions, create a formal letter template for your personal use. In your template, make sure to follow the best practices for formatting the heading or using lettering, setting up either block or indent formatting and using a complimentary closing.

      • Write a Nice Professional Letter Page
        Students must
        Mark as done
      • Memorandums and Letters URL
        Students must
        Mark as done

        Read this section. Afterwards, prepare a business letter welcoming a new client or customer to an organization. Use "Table 9.1: Elements of a Business Letter" as a checklist for evaluating the parts of your letter.

      • Writing Effective Letters Page
        Students must
        Mark as done

    • 3.3: Common Letter Purposes

      • 3.3.1: Application Letters

        • Job Application Letters Page
          Students must
          Mark as done

          Read this article, which reviews job application letters and gives you two approaches to this type of business letter: the objective letter (or cover letter) and the highlight letter.

      • 3.3.2: Inquiry Letters

      • 3.3.3: Complaint and Adjustment Letters

        • Complaint and Adjustment Letters Page
          Students must
          Mark as done

          Read this section on complaint and adjustment letters. The formality of the mailed letter aids in the persuasive task of both complaint and adjustment letters.

        • Writing Activity: Complaint and Adjustment Letters Assignment
          Students must
          Make a submission

          Prepare either a letter of complaint to a business or service provider or a response to a letter of complaint (an adjustment letter) as if you are business person replying to a disgruntled client or customer. In a paragraph (50–75 words), discuss what you must keep in mind about your audience to effectively write the type of letter you selected. What choices did you make in your writing to help preserve the business relationship?

    • Unit 3 Assessment