COM 3112 California Baptist University Modified Block Format Letter

  

Letter: Negative Message Assignment: You are a student worker at FIU for the past two years, and you are now graduating in two months. Write a letter to your supervisor, Ms. Walker, indicating that you are no longer able to continue working as a student worker. Your letter should express appreciation for the experience and insight gained as an employee. Keep in mind the five goals of delivering bad news. Preparation: Review Chapter 11: Writing Negative Messages Format: Use the modified block letter format for this assignment. Please note the differences carefully. There are two main ways to format a negative message letter; directly or indirectly. For this exercise, you will be utilizing the indirect approach. You view Ms. Walker as a mentor, and wish to maintain a professional relationship with her. The format of your letter tells the reader a lot about you and your professionalism. Since you do not want to completely cut ties, it is important to leave a lasting respectful impression. Pay particular attention to your letter’s margins, line spacing, font type and size, and placement of letter parts such as the return address, date, inside address, salutation, complimentary close, and signature block. • The contact person for this position is: Ms. Walker, Supervisor, 11200 SW 8th Street, Miami FL, 33199. Recommended Organization Introduction/Opening: Open the letter with a buffer. Express appreciation for the opportunity, Be genuine in tone. Body/Discussion: In the first paragraph of the body, explain the situation and deliver bad news. Be clear, professional, and concise. Avoid restating bad news. Minimize use of negative words. In the second paragraph, acknowledge the insight gained and express appreciation again. Indicate that you wish to maintain communication. Conclusion/Closing: Begin your closing paragraph with a courteous transition and thank the employer for the opportunity. Conclude your letter by indicating how the reader may contact you if he has any questions. Your mailing address City, ST Zipcode Phone Number (optional) E-mail (optional) Month Day, Year Name of Receiver, Title Company Name Mailing Address City, ST Zipcode Dear Mr. / Ms. / Dr. / Professor / Recipient’s Last Name: When writing a letter using modified block format, no lines are indented. Include your address and if you want your phone number where you can be contacted. Skip 2 lines and include the name and address of the recipient of the letter. Skip 1 line and write the letter’s salutation. Select the most appropriate title with the recipient’s last name followed by a colon. The margins for a typical letter are 1.5 inch left margin, 1 inch right margin, and 1 inch margin and top and bottom of the paper. Margins may be adjusted slightly to make your letter fit on one page, or to space the information so that page breaks do not happen at awkward places. Create a straight, left margin and all paragraphs and headings should be lined up with the left margin. Single space within each paragraph and skip one line between paragraphs. If your letter exceeds one page, use a second-page heading which includes your name, date and page number. Close your letter with an invitation for further discussion and how you can be contacted. Skip one line, tab two-thirds across the page, and create the complimentary close and signature block. This should line up with your address and date at the top of the page. Typical customary closings are Sincerely and Cordially followed by a comma. Sign you name legibly in the 3 blank lines you skipped between the customary close and your typed name. Sincerely, Your Signature (script font) Your Name Title Enclosure: Pre-addressed Stamped Envelope Resume …
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