Two pieces of correspondence—completed individually

Two pieces of correspondence—completed individually

 

Writers in the professional world frequently employ one of two approaches when preparing correspondence. Positive or neutral messages usually take a direct approach, and negative messages usually require an indirect approach.

 

Your job is to write two letters that illustrate the differences between these two approaches. Please select one of the letter types and scenarios below for each approach and compose a letter that illustrates both an understanding of the letter type and proper utilization of the direct or indirect approach.

 

1. Select one of the scenarios below, and draft a “good news,” positive, or neutral letter (usually taking a “direct approach”).

 

Option One: Inquiry Letter — Requesting a Letter of Recommendation)

 

Background: Imagine that you are now a college graduate and are applying for a job related to your career aspirations. You need someone to write a recommendation letter for you. This person should be someone who is aware of your abilities, who has a good impression of your work ethic and your character, and who would in all likelihood be willing to write a strong letter of recommendation for you to your prospective employer. The person may be a long time friend who is currently in the business world, a former employer, a former professor, or another appropriate individual. Assume that this person knows relatively little about your recent accomplishments or your professional aspirations.

 

Your Task: Write to this person and ask him or her whether he or she would be willing to write a letter of recommendation on your behalf to the potential employer. Describe the position you are seeking (use your imagination here), bring the person up to date on your recent accomplishments (you’ll have to make up relevant activities), and supply any other information that you feel would be necessary for him to write such a letter on your behalf.

 

Source: Adapted from Bovee, C. & Thill, J. (1998), Business Communication Today, Upper Saddle River, NJ: Simon & Schuster: p. 246.