Letter to Leaders

In chapter 11: Writing for Public Relations, we learn that there are several ways to communicate that are considered strategic. Writing for PR does not only incorporate press releases. They also include writing letters, emails, oral presentations, slide presentations, statements, speeches, newsletters, pamphlets and brochures, magazines, annual reports, websites, etc. Companies have to communicate internally and externally.

In this time of crisis as we fight the Coronavirus COVID-19, we find that strategic effective communication is essential. We have all been receiving updates from the university, our condo associations, cities, or employers that contain important information that is imperative for everyone to understand. These communications are carefully written. The information, length, and mode of delivery have been carefully planned and organized.

This assignment is designed to help you think about how these types of communication are composed and disseminated. Taking into consideration what they include, what they do not include, how long are they, what is the purpose, how are they organized, etc. To prepare for this assignment it is imperative that you read chapter 11. Make sure you pay close attention to section 11.6: Letters.

Instructions:

For this assignments, you are to upload a formal letter addressed to your boss/manager discussing some aspect dealing with the Coronavirus that concerns you at this moment. If you are not currently employed, think of your dream company and address the letter to it (use Mr. Roary Rage as the name of your boss/manager).

• Note: This is NOT just a friendly letter or a rant about something; it should have a focus and a purpose.
• Your letter or email MUST contain:
  1. A focus and a purpose. Use the following organizational structure:
     • What do you want them to know?
     • Why is it important for them to know this information?
     • What do you want them to do with this information?
  2. Some data (facts, figures, surveys, etc.) and quotes (direct/indirect). Do not include graphs or images. Make sure you attribute your website information/quotes correctly (check AP Stylebook for specifics).
  3. Follow these guidelines discussed in your text:
     • Don’t be Obsequious
     • Don’t be Overly Complimentary
     • Don’t Try to be Too Funny
     • Don’t refer to personal characteristics, habits, or feelings of the reader
     • Use personal pronouns
     • Avoid Impersonal constructions
     • Avoid the Passive Voice
     • Avoid Using Technical Language
     • Avoid Wordiness
• Your letter should follow the correct format. Follow the example of a letter in your textbook, which can be found on section 11.6 Letters, Figure 11.2 Parts of a Letter.
  1. It should contain complete contact information for the receiver.
  2. A complete signature (name and title or affiliation) and contact information for you, the sender.
  3. Be single-spaced, 12 pts. Time Roman and fit on ONE page!
  4. Must follow grammar and AP Style.
  5. Similarity Score <25%.11_11.6: Letters

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     LISTEN TO THE CHAPTER AUDIO

     Figure 11.2 Parts of a Letter

     11.6: Letters

     Despite increased use of the telephone and advances in other

     forms of communication, such as e-mail, letters are still one

     of the most important and effective means of communicating

     in the business world today (see Figure 11.2 ).

     Letter writing is an important part of the duties of many PR professionals. This illustration shows the different parts of a business letter. Read the letter itself and take note of the straightforward, businesslike language that is used. Every sentence in the letter contains some information or asks for action from the reader.

     In fact, they increased in importance with the installation and

     use of fax machines. The well-written letter is impressive and

     appreciated by the receiver. The poorly written letter can

     establish negative feelings on the part of the receiver that are

     extremely difficult to overcome. PR practitioners are often

     called on to write letters for their organizations. These letters

     may serve a variety of purposes, such as selling a product or

     Examine the significance of a well-written letter even

     in this age of other advanced communication forms

     11.6

     

     11.6: Letters

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     idea, explaining company policy, answering complaints, and

     raising funds. Each of these letters must be carefully crafted

     to accomplish its purpose.

     Letters are a good way to direct a message straight to the

     people you want to receive that message. Most people read

     their mail; at least, they begin to read their mail. If a letter

     does not quickly give its information and make its point, it is

     likely to irritate or lose its reader—or both. Letters are

     expensive for organizations to produce and send. They take

     time and care to write. Like all other communication, they

     must accomplish their mission for the organization.

     Letter writing requires precise and concise use of the

     language. Letters require that writers come directly to the

     point and not waste the time of the receiver. Even if a letter is

     obviously written for a large number of people, the reader

     should get the feeling that the letter was written to and for

     him or her. Letters should never contain any errors in

     spelling, grammar, or punctuation. They should also never

     show any editing.

     The first rule of letter writing is to understand the purpose of

     the letter. The letter writer should ask, “Why am I writing this

     letter?” and, if necessary, make a list of reasons. There may be

     a number of reasons for a letter to be written, but there

     11.6: Letters

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     should be one overriding purpose. If that purpose is not

     evident from the list the writer makes, then he or she should

     give more thought to the letter itself.

     Similar to the purpose for writing the letter is the action that

     is expected of the recipient. Again, the letter writer should

     ask a question: “What do I want the reader to do after reading

     the letter?” Sometimes the answer is a simple one and comes

     directly from the purpose of the letter. At other times, the

     intended action of the reader may not be apparent. Again, the

     writer should have this action clearly in mind before starting

     to write the letter. In any case, the action of the reader should

     be as specific as possible.

     Once the purpose of the letter and the intended action on the

     part of the reader have been established, the writing can

     begin. One of the first and most important considerations a

     writer should give to a letter is its tone. The proper tone is

     essential to the effectiveness of a letter. In most cases of

     business correspondence, a letter must be both personal and

     professional; it must show the right mix of these qualities. A

     letter that is too personal—especially if the writer and

     recipient are not personal friends—may offend the recipient

     as an invasion of privacy. A letter that is too formal may make

     the recipient feel that he or she is not very important to the

     writer.

     11.6: Letters

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     Following are some guidelines that will help writers to avoid

     being too personal in a business letter:

     Don’t Be Obsequious

     Don’t Be Overly Complimentary

     Don’t Try to Be Funny

     Don’t Refer to Personal Characteristics, Habits, or

     Feelings of the Reader

     Use Personal Pronouns

     Avoid Impersonal Constructions

     Avoid the Passive Voice

     Avoid Using Technical Language

     Avoid Wordiness