(Photo: http://www.women.com/wp-content/uploads/think-do-be-positive-300x300.jpg?9e0c7f)
For this you should be aware about four main steps in the process:
Organizing:
First use the three-step process, which is also used as the main steps for podcasting
1. Planning a Routine or Positive Message
2. Writing a Routine or Positive message
3. Completing a Routine or Positive Message
Represent your main idea in the beginning
· Start with your purpose or your main idea
· Try to use a supportive tone (use the you approach)
· Represent negative information in a positive way
Explain in the body paragraph
· Provide the receiver with enough details, information and explanation
· Again use a positive tone for negative news
End the letter with a polite close
· Give the receiver the feeling that you have the best in their mind
· Explain further decisions or actions that have to be taken into consideration
· End the message in a way that the receiver would reply quickly
The following is a template that you could use:
Your letter head
(including your address)
Date: June 17, 2012
Name: Adam Schmitz
Company: Interglobal Engineering
Adress: Hemptons Street 45
North Hadens, D 826492
Dear Mrs. Schmitz:
· Clearly state the main idea, the request or the good news.
· Include all details necessary.
· Close cordially and refer to the good news or state the specific action you desire.
Sincerely,
Hannah Herman,
Manager
(Read more: http://business.emu.edu.tr/portal/files/lecturenotes/d9RY1YIN680I6MGMT%20211%20chapter7.ppt)
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