Chap 3 organization

1、lThe opening paragraph indicates the purpose and subject of the letter.e.g. We received your report that the FX-100 printer manual was missing from your shipment. Our customer service department is looking into the matter.lIf you open with a statement of a need or problem, close with a statement of

2、action or solution to the problem. In the example given above, a closing paragraph might state: e.g. We appreciate your patronage and wish to extend every support to our customers. A new manual for your TK880 printer will be shipped to you at our expense by overnight mail.lSuit the purposelIs busine

3、ss-likelIs politelLeads into the main subject matterlIs usually shorte.g.lThank you for your letter of 8th March 1998, which has been passed to me for my attention. lI refer to previous correspondence in respect of the above and note that to date we have not received your cheque for the outstanding

4、arrears. lI write with reference to our telephone conversation yesterday regarding the above matter.lBody paragraphs of your letter should contain the information the reader needs to take action. They also should continue to motivate the reader. lBe shortlBe polite and business-like lLeave the reade

5、r feeling satisfied letter is positivelHave a purpose suggests a future contactlRefer to the main content the demonstration e.g.lI would again apologize for the delay in replying and I trust that this has clarified the points you have raised, however, if you wish to discuss any points I have not cla

6、rified, or need any further information, you may wish to telephone or contact me accordingly.lI look forward to hearing from you and in the meantime, should you have any queries, please do not hesitate to contact me.lI regret that I cannot be of more assistance in this matter, and should you have an

7、y further queries, please do not hesitate to contact me. 1. Good news letterl Pleasant ideal Details or explanations l Closing thought2. Routine letter lBig, important idealDetails or explanationslClosing thoughtBad news letterlLess important ideas lDetails or explanationslBad news (main idea)lMake

8、a list of the topics you want to cover but dont worry about the order. lUnder each topic, list key words, examples, arguments and facts.lReview each topic in your outline for relevance to your aim and audience. lCut out anything thats not relevant to your aim or audience. lSort the information into

9、the best order for your readers. I.First-level headingA.Second-level headingB.Second-level heading1.Third-level heading2.Third-level headinga.Fourth-level(1)Fifth-level(a)Sixth-levelII.First-level headingA.Second-level headingB.Second-level headingEtc.1.0First-level heading1.1Second-level heading1.2

10、.Second-level heading1.2.1 Third-level heading1.2.2 Third-level headingFourth-level2.0First-level heading2.1Second-level heading2.2Second-level headingEtc.Step 1Divide the whole into comparable parts. This gives the Roman number parts of the outline. Usually an introduction begins the outline

11、. Some combination of summary, conclusion, recommendation ends it.I.IntroductionII.III.IV.V.Step 2Divide each roman section. This gives the A., B, C headings.I.II.III.IV.V.ABABCABCABAB Step 3Then divide each A, B, C heading. this gives the 1, 2,3 headingsContinue dividing as long as it is practical

12、to do so.I.II.III.IV.V.ABABCABCABAB12123121.We are sorry to hear about your missing order.We have no idea what has happened to your order.c.Why are you wasting our time about your order?2.What do you think about this for a special offer?Yet another special offer is on its way to you.c. I am writing

13、to let you know about our special offer.lA letter refusing a request by a charitable organization asking your restaurant chain to provide refreshments for a large reception.lA memo from the manager denying an employees request for computer access to the Web. Although the employee works closely with

14、the manager on many projects, the employees work does not require Internet access.lAn announcement to employees that a fitness specialist has canceled a scheduled lunchtime talk and cannot reschedule.lA letter from a bank refusing to fund a companys overseas expansion plan.lA form letter from an ins

15、urance company announcing new policy requirements that many policyholders may resent. If policyholders do not indicate the plan they prefer, they may lose their insurance coverage.lA letter from an amusement park refusing the request of a customer who was unhappy with a substitute concert performer.

16、lThe last in a series of letters from a collection agency demanding payment of a long-overdue account. The next step will be hiring an attorney.lA letter from a computer company refusing to authorize repair of a customers computer on which the warranty expired six months ago.lA memo from an executiv

17、e refusing a managers plan to economize by purchasing reconditioned computers. The executive and the manager both appreciate efficient, straightforward messages.lA letter informing a customer that the majority of the customers recent order will not be available for six weeks.1. What is the most important difference between direct and indirect letters?2. Name five situations in which the direct pattern should be used