Advanced Technical Writing. Lecture 14 Writing Letters 31/7/2013. Types of Letters. Cover Letter Acceptance Letter Acknowledgment letters Adjustment letters رسالة تعديل Application letters Complaint letters Correspondence … good news and bad news letters تراسل
Two common Format:
1 - Full Block Style
2 - Modified Block Style
The recipient address
Dear Mr./Ms recipient last name:
Space for Signature
The recipient address
Dear Mr./Ms recipient last name:
Space for Signature
Imagine the reader sitting across the desk
Keep the language neutral
Careful choice of words
Letter of application (cover letter) is a sales letter Main Objective is to get the job interview
Should provide the following information
Dear Mr. Roberts:
Your advertisement for software engineers in the January issue of the IEEE Spectrum caught my attention. I was drawn to the ad by my strong interest in both software design and Database.
I have worked with a CALMA system in developing VLSI circuits, and I also have substantial experience in the design of interactive CAD software. Because of this experience, I can make a direct and immediate contribution to your department. I have enclosed a copy of my resume, which details my qualifications and suggests how I might be of service to Database.
I would like very much to meet with you to discuss your open positions for software engineers. If you wish to arrange an interview, please contact me at the above address or by telephone at (518) 271-9999.
Thank you for your time and consideration.
This letter is written in order to accept a received job offer. It should be written within a week of receiving the offer. The format is as follow
230 Elnaser St.
Gaza, Palestine 19/8/2004
Dr. Mohammed Saleh
22 Omer Al-moktar St.
Dear Dr. Saleh:
I am very happy to accept your offer for a position as a computer engineer at a
salary of $1200.00, per a month.
Since graduation in July 25, I plan to move to Gaza from Khan Younes this month. I
should be locating to a suitable living accommodation within a week and be ready to
report for work on Saturday, August 26th. Please let me know if this date OK to you.
I look forward to work for you and join a great team.
In this letter you acknowledge receiving an item (letter, box, or something). It serves as a good public relation practice. In this letter you mention what and when items are received in a short and polite manner.
Rocky Tech Corp.
112 Jamal Abed Nasser St.
October 3, 2004
Mr. AymanMajeed, Salesman
102 Mannara Square
Dear Mr. Majeed:
I received your shipment of ten digital multimeters today; the shipment seems
To be complete and in good shape. Thank you for sending it on time.
After the multimeters passing our tests, we will send you a check with the last
payment covering the cost of this purchase.
When customers are not satisfied with goods and services that are offered by businesses, they write complaint letters asking for fixing these situations. In order to be more effective, the tone of the letter should not be angry. In order to obtain a positive response, you should not vent your anger in the letter. You should state your claim supported by factual evidence and ask for adjustment.
Islamic University of Gaza Majed Imran
PO Box 108, Kan Yunis, Palestine
Gaza, Palestine 28, June, 2006
Attention: ECE Department Head
On June 16, I filed for an incomplete grade in the Power Systems course. All the
supporting items were attached which included a medical doctor report, medical
prescription, and the hospital check out papers.
On June 23 I received a denial for my incomplete application without any explanation.
I immediately contacted the department with a note explaining my situation. Not only
I received no explanation but also I was advised to just forget about it.
Please either send me a explanation for the denial or else advise me with the steps
and procedures that I need to take to fix this problem.
5th year Electrical Engineering student
The Correspondence Latter Can be:
Please accept our offer for the position of assistant professor in the department of electrical engineering at IUG.
if the terms we discussed in the interview are acceptable to you, please come in at 9:30 a.m. on September 5, at that time we will ask you…....
Everyone here at IUG is looking forward to working with you. We all were very favorably impressed with you during the interview
Thank you for your time and effort in applying for the position of assistant professor in the department of electrical engineering at IUG
Since we need someone who can assume the duties here with experience, we have selected an applicant with over ten years of experience.
I am sure that with your excellent college record you will find a position in another University.
Example: Asking about a product the company recently advertised
Example: Asking the public utility for information on energy-related project you are developing
to obtain, within a reasonable period of time, answers to specific questions.
XYZ Company123 XYZ Way • New York City • NY • 12345(123) 555-0000 • Fax (123) 555-0001
February 1, 2000
To Whom it May Concern:
I've been Holly Smith's manager for over six years. While I wish her only the best and fully understand that she
must advance her career, I'm truly sorry to see her go. It has been a pleasure having her on my team.
Holly is a professional technical writer of the highest caliber, who meticulously researches, formats, edits and
proofs her documents. I've received many compliments from customers who rely on Holly's
documentation. Management and personnel in tech support, engineering, technical training, and other
departments praise her work.
Holly is an innovative self-starter, who rarely needs supervision. She is punctual and typically exceeds
expectations. She handles pressure well, and will voluntarily work overtime and take work home to meet a
deadline. For example, we received a rush order from one of our customers for a complex product modification,
including critical user documentation. Holly not only made the extremely tight deadline, but beat it; yet she still
produced a stellar, technically-accurate addendum for the standard user manual. Sales, marketing, training and
engineering were quite pleased with Holly's performance in this crunch. Even our CEO was impressed, and our
customer was ecstatic.
This is just one example among many of Holly's superior skills and admirable work ethics.
Holly is an invaluable asset to any technical communications department, and I highly recommend hiring her. If
you'd like to discuss her attributes in more detail, please don't hesitate to contact me.
Manager, Technical Communications
Ext. 245, firstname.lastname@example.org
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
Dear [Recipient's name]:
Please accept this letter as my formal notice of resignation from [Company name], effective [date, two weeks from date above]. The associations I've made during my employment here will truly be memorable for years to come.
I hope a two-week notice is sufficient for you to find a replacement for me. If I can help to train my replacement or tie up any loose ends, please let me know.
Thank you very much for the opportunity to work here.
[Your name, title]
Your NameYour Address Your City, State, Zip Code Your Phone Number Your Email
Name Title Organization Address City, State, Zip Code
Dear Mr./Ms. Last Name:
I would like to inform you that I am retiring from my position with Smith Agency, effective August 1.
Thank you for the opportunities for professional and personal development that you have provided me over the years. I have enjoyed working for the agency and appreciate the support provided me during my tenure with the company.
While I look forward to enjoying my retirement, I will miss working for the company. If I can be of any assistance during this transition, please let me know.
Your Typed Name
Due Next Monday 5th