Saturday, October 30, 2010

Letter Of Inquiry


We write an inquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision.
Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right.
Many foundations prefer or even require grant-seeking nonprofits to submit an LOI, or Letter of Inquiry, before sending a complete proposal.
The LOI allows the foundation to quickly screen potential candidates for funding, making sure that they do not waste time on ill-conceived ideas or those that do not fit with the foundation's mission. For you, the nonprofit, the LOI is a way to get an invitation from the foundation to submit a complete proposal. Your goal is to get a call from the staff at the foundation, asking for more.
Martin Teitel, foundation veteran and author of "Thank You for Submitting Your Proposal," provides these tips to writing a good LOI:
  • If the foundation has published guidelines for an LOI, follow them exactly. These might be called suggestions or guidelines rather than rules. In any case, follow them precisely. Not doing so ensures that your LOI will not get very far in the foundation's screening process.
  • Type "Letter of Inquiry" at the top of your letter. LOIs receive a very quick initial screening to weed out irrelevant mail. It is helpful if you make it plain that you are submitting an LOI right from the get go.
  • A typical LOI is three pages long, plus a budget, and includes the following:
    • A brief and "catchy" title. The title should catch the attention of the reader and draw him into continuing.
    • A one- or two-sentence summary of your project. Make it concise, compelling, and clear. The summary should:
      • Answer the question, "What are we doing?" Teitel suggests that you get a few people together and ask this question, and see what you come up with.
      • Receive your utmost attention. Put the most effort into writing the first sentence of the summary. Write and rewrite it.
      • Strike a tone suitable to the foundation's interests. Learn from, but don't copy professional marketers. Use interesting, even riveting prose, but don't write as though you are selling soap. Even though you want the foundation to "buy" your idea, your ultimate goal is a partnership with the foundation to address a need.
      • Not use buzzwords that make unrealistic claims or general, unverifiable, statements. Don't use "unique," "cutting edge," or "raises awareness." Don't use flowery adjectives and vague generalities.
      • Include facts, concrete verbs, and sentences that show action. Emulate good journalistic writing. Don't manipulate, exhort or lecture the reader.
    • An explanation of the issue you are addressing and how you will do it.
    • A description of your organization.
    • A budget. This may or may not be required. Refer to the foundation's instructions.
  • Make the LOI short and succinct. Although the LOI is a mini- proposal, do not just chop down your proposal to fit on three pages. The LOI should capture the essence of your proposal briefly but powerfully. Do not just cut and paste from a proposal, nor let your enthusiasm for your cause result in pages and pages of information.
Teitel suggests that you keep in mind that your goal is to have a proposal invited. Write that on a post-it note and stick it on your computer as you work. Teitel says, "Every single word in your Letter of Inquiry needs to be held up to this test....Don't use the LOI to make grand-scale points about the state of the world, show your erudition or wit, or argue the fascinating minutiae of soccer field care."
Your LOI can make or break your relationship with a foundation. It will only get you in the door, but that is the most important step of all.
Important Language to Remember
  • The Start: Dear Sir or Madam
    To Whom It May Concern - (very formal as you do not know the person to whom you are writing)
  • Giving Reference: With reference to your advertisement (ad) in...
    Regarding your advertisement (ad) in ...
  • Requesting a Catalogue, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ...
  • Requesting Further Information: I would also like to know ...
    Could you tell me whether ...
  • Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)
Sample Letter of Inquiry :
This sample letter of inquiry is a good base from which to start, the italic lettering is where you have to insert your own information.
[Date]
[Address]
[Phone Number]
[Employer's Name and Title]
[Employer's Address]

Dear [Name of hiring manager]
I have been informed of a job opportunity as [specific position or area you are applying for] by [name of referrer]. I am very interested in such a position because [qualifications or related work & interests].
I am currently employed at [name of organisation] as [title of position].
or
I have just graduated from [name of academic organisation].[Achievements related to the position] [Note: Read Writing about achievements guide]
I look forward to discussing this job opportunity further and how I can contribute to the success of [name of organisation].
Sincerely,[sign your name ][type your name ]
Modify the Sample Letter of Inquiry, it is a good idea to add your own flavour.




Friday, October 15, 2010

LETTERS OF BUSINESS

Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include:
• Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page.
• Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs.
• Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.
• Simplified Style : Simplified Style is a form letter similar to the Straight shape fully but it’s just that without any greeting and closing greetings.
• Indented Style: Indented Style is a form letter where a letter addressed to a paragraph in formation down the ladder-shaped line.
There are several main sections that are consistent with every business letter format. When writing a business letter, be sure to include all components:
• The Heading: common with every business letter format, the heading contains your address and the date of writing.
• The Inside Address: included the name of the addressee, that person’s title or office, the name of the company or institution, and the full address
• The Salutation: the formal greeting appears two lines lower than the inside address.
• The Body: use the body of your letter to explain the situation and to make your request or response. Make sure it is done in a straightforward and concise manner.
• The Complimentary Close: the complimentary close is inserted three lines below the last line of the body. The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely.
• Your Typed Name: in all business letters, there are usually four lines between the complimentary close and the typed name as you intend to sign it.
• Your Signature: always use blue or black ink. Match your signature and your typed name.
• Special Notation: lowest on the page, always flush left. Includes common notations to indicate: carbon copies,enclosed documents, etc...

A. Modified Block Style


            Block Modified Block Style or Style is a form letter that has the right position at the date and closing greetings. The form of this letter is similar to the Straight shape fully but the difference is just the date and closing greetings are in the right position, whether in writing, typing or structural.
Legend:
1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number, five spaces to the right of center or flush with the right margin. Five spaces to the right of center is common. These days, it's also common to include an email address.
2. Date: Type the date five spaces to the right of center or flush with the right margin, two to six lines below the letterhead. Five spaces to the right of center and three lines below the letterhead are common. If there is no letterhead, type it where shown.
3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below and aligned with the Date (2). If you're replying to a letter, refer to it here. For example,
• Re: Job # 625-01
• Re: Your letter dated 1/1/200x.
4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are
• PERSONAL
• CONFIDENTIAL
6. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.
7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY
10. Body: Type two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: Type this aligned with the Date (2). What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)
12. Signature Block: Align this with the Complimentary Close (11). Leave four blank lines to sign your name. Sign it exactly the same as you typed it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• John Doe, Manager
• P. Smith
Director, Technical Support
• R. T. Jones - Sr. Field Engineer
13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.
• JAD/cm
• JAD:cm
• clm
14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 3
• Enclosures (3)
15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it. 

Tips:
• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.
• Try to keep your letters to one page, but see page 2 of this sample if you need continuation pages.
• How many blank lines you add between lines that require more than one, depends on how much space is available on the page.
• The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard. If there is a letterhead, its position determines the top margin on page 1.
• If you don't type one of the more formal components, don't leave space for them. For example, if you don't type the Reference Line (3), Special Mailing Notations (4) and On-Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).

B. Block Style

           Straight shape Fully (Full Block Style) is a form letter in which the neck Letters, Letter Body, and Legs Letters do not form a paragraph but to form a full block from left to right. However, the composition or structure of the letter remains valid in the letter. In typing this letter usually starts from the left edge of the wedge line.

C. Semi Block Style


           Semi-Block Style is a form letter where all the letters, except the contents of the letter, typed the same as a straight shape. Each new paragraph end after five keystrokes typed from the left edge of the wedge line.
Legend:
1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number, five spaces to the right of center or flush with the right margin. Five spaces to the right of center is common. These days, it's also common to include an email address.
2. Date: Type the date five spaces to the right of center or flush with the right margin, two to six lines below the letterhead. Five spaces to the right of center and three lines below the letterhead are common. If there is no letterhead, type it where shown.
3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below and aligned with the Date (2). If you're replying to a letter, refer to it here. For example,
• Re: Job # 625-01
• Re: Your letter dated 1/1/200x.
4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are
• PERSONAL
• CONFIDENTIAL
6. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.
7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY
10. Body: Indent the first sentence in paragraphs five spaces. Type two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: Type this aligned with the Date (2). What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)
12. Signature Block: Align this block with the Complimentary Close (11). Leave four blank lines to sign your name. Sign it exactly the same as you typed it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• John Doe, Manager
• P. Smith
Director, Technical Support
• R. T. Jones - Sr. Field Engineer
13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.
• JAD/cm
• JAD:cm
• clm
14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 3
• Enclosures (3)
15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it. 

D. Simplified Style


           Simplified Style is a form letter similar to the Straight shape fully but it’s just that without any greeting and closing greetings. Usually this letter in addressed to the people who were working in the company. Sometimes a simple form of letter writing is very simple without the need to look at tidiness and order. Parts of the letter of the Simplified Style :
1. Letterhead
2. The date of the letter
3. Letter No.
4. Attachment
5. Concerning
6. The letter is aimed at
7. A word of salutation
8. Body of the text
1. Introduction letter
2. Explanation of the contents of the letter
3. Closing the letter
9. Closing Greetings
10. Name of office
11. Signature
12. Who signed the name
13. Carbon copy
14. Page appendix letter / Initials

E. Indented Style


           Indented Style is a form letter where a letter addressed to a paragraph in formation down the ladder-shaped line. Dent shape usually have a paragraph of paragraph a curved so it does not look neat but it looks structured, especially on the letter that directed the formation of such paragraphs down the stairs. Parts of the letter from the indented Style:
1. Letterhead
2. The date of the letter
3. Letter No.
4. Attachment
5. Concerning
6. The letter is aimed at
7. A word of salutation
8. Body of the text
1. Introduction letter
2. Explanation of the contents of the letter
3. Closing the letter
9. Closing Greetings
10. Name of office
11. Signature
12. Who signed the name
13. Carbon copy
14. Page appendix letter / Initials

F. Business Letter Envelope Components
            This sample business letter envelope includes formal components, some of which are optional for typical, employment-related business letters. The graphic below represents the US Postal Service automation guidelines for a standard business envelope that is 4-1/8 x 9-1/2 inches.


Tips:
• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.
• If your envelope does not have a preprinted return address, type it in the upper left corner, in an area not to exceed 50% of the length and 33% of the height of the envelope. Leave a little space between your return address and the top and left edges. How much depends on the margin limitations of your printer or typewriter. For example, laser printers typically require margins of at least 1/8 inch (9 points). 1/4 (18 points) to 1/2 inch (36 points) looks good.
• Type the Special Mailing Notation under the postage area. It doesn't have to line up perfectly with the stamp as shown, but it looks professional. Type in all uppercase characters, if appropriate. Examples include
 SPECIAL DELIVERY
 CERTIFIED MAIL
 AIRMAIL
• Type the On-Arrival Notation so that its right edge lines up with the left edge of the recipient's address. This is not a post office requirement, but rather standard formatting. Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as when mailing a resignation letter. Examples are
 PERSONAL
 CONFIDENTIAL
• The gray shaded area is where the optical character reader (OCR) at the post office scans for the recipient's address. Type the recipient's address within the shaded area, below other information. Don't type anything to the left, right or below the recipient's address. It's a good idea to include a line or two of space below non-address information (such as the notations shown), before typing the recipient's address. It makes it easier for the OCR to distinguish the address.
 Including the recipient's job title after his or her name is optional.
 If you know the recipient's department or mail-stop name or number, include it after his or her name.
 Include the abbreviation USA after the Zip+4 code, if mailing to the United States of America from another country.
• You'll need software to print a barcode. It's not required for typical, employment-related letters. But if you want to get fancy and have a later version of Microsoft® Word or WordPerfect®, they will print barcodes.