Describe three different types of business letters and give an example of a situation in which you’d write each one.

Question

If you were responsible for notifying a handful of employees that they had been selected for an employee of the year award, would you deliver that information via a mailed letter or an internal memo? Why?
Emilia is writing a business letter and has already typed out the address, salutation, and body. Describe the parts of the business letter that are remaining.
The headline of a press release is one of the most important parts of the document because it determines whether the rest of the release gets read. What are three tips you would give someone about writing a catchy headline?
If you were asked to write a heading and opening of a memo about a new office dress code that allows employees to wear shorts, what would you say?

Answer 1

Types of Business Letters

1. Formal Request Letter

   • Situation: A company is seeking a donation from a local business for a charity event.
   • Example: A letter addressed to a local corporation asking for financial support or goods to be donated for a fundraiser.

2. Complaint Letter

   • Situation: A customer has received a defective product and is requesting a refund or replacement.
   • Example: A letter sent to a company’s customer service department explaining the issue with the product and detailing the desired resolution.

3. Thank-You Letter

   • Situation: An employee has recently completed an internship and is writing to thank their supervisor for the opportunity.
   • Example: A letter addressed to the supervisor expressing gratitude for guidance, support, and the valuable experience gained during the internship.

Delivering Employee of the Year Award Notification

In notifying employees selected for an Employee of the Year award, it would be more appropriate to deliver that information via a mailed letter rather than an internal memo. A mailed letter adds a personal touch and formality to the recognition, making the recipients feel valued for their achievement. It also serves as a keepsake that they can cherish, whereas a memo might come across as less significant.

Remaining Parts of a Business Letter for Emilia

After the address, salutation, and body, the remaining parts of the business letter are:

• Closing: This includes phrases like "Sincerely," "Best regards," or "Yours faithfully."
• Signature: Emilia will need to sign her name above her typed name, which adds a personal touch to the letter.
• Enclosures (if applicable): If there are any attachments accompanying the letter, Emilia should specify them here.
• CC (Carbon Copy): If copies of the letter are being sent to others, this section lists those recipients’ names.

Tips for Writing a Catchy Headline for a Press Release

1. Be Clear and Concise: Use straightforward language and keep the headline succinct to convey the main point quickly.
2. Use Active Voice: A compelling, active voice can make the headline more engaging and dynamic.
3. Incorporate Keywords: Use relevant keywords that highlight the news and will capture the target audience's interest, as this helps with searchability.

Heading and Opening of a Memo About a New Dress Code

Memo Title:
Subject: New Dress Code Policy: Embrace Comfortable Attire

Opening:
Dear Team,

We are excited to announce a new dress code policy that embraces comfort and individuality in our workplace. Effective immediately, employees are now permitted to wear shorts during warmer months, promoting a more relaxed and enjoyable work environment. We believe this change will enhance both comfort and morale among our team members, while still maintaining professionalism. Please see the detailed guidelines below for acceptable attire.