ADVOCACY LETTER Flashcards
REASONS FOR MAKING AN ADVOCACY LETTER
1) To encourage a specific action or outcome on an issue
2) To discourage a specific action or outcome
3) To remind government officials of opinions that citizens hold
4) To praise actions taken by officials, local community groups, etc.
Who should I contact?
Anyone who can make change happen or have influence on change
Can it make a difference?
> Citizens need to express their views and take part in the decision making and change process.
> If you don’t express your opinion, that person or group may not know that your opinion exists.
Purpose of a Business Letter
A formal way of communicating between two or more. Business letters can be informational, persuasive, motivational, or promotional.
Size of a Business Letter
8.5” x 11” white unlined paper (Short Bond Paper)
Elements of a Good Letter
> Identify and write to your audience. (This is the most important element)
> Make sure you present your objective in a clear and concise manner.
> Remain professional.
Business Letter Format
Full block format
Parts of a Letter
Return Address
Date
Inside Address
Salutation
Subject Line (Optional)
Body
Closing
Signature
Printed Name
Enclosure (Optional)
Letterhead (Optional) (Placed at the beginning)
Return Address
> Sender’s Address
> Also considered as the Heading of the Letter
Date
4 spaces after the sender’s address
Inside Address
2 spaces after the Date
> It is the address of the person you are writing to along with the name of the recipient, his/her title and company name.
> If you are not sure who the letter should be addressed to, either leave it blank, but try to put in a title (ex. Director of Human Resources).
Salutation
2 spaces after the Inside Address
> Also called Greeting
> Ex. Dear Ms./Mrs./Mr. Last Name: Dear Director of (Department Name): or To Whom It May Concern: (if recipient’s name is unknown).
> Note: There is a colon after the
salutation.
Subject Line
> Optional
> Makes it easier for the recipient to find out what the letter is about.
Body
2 spaces after the Salutation
> The body is where you write the content of the letter.
> The paragraphs should be single spaced with a skipped line between each paragraph.
Closing
2 spaces after the last sentence of the Body
> Let the reader know that you are finished with your letter; usually it ends with Sincerely, Sincerely yours, Respectfully yours, and so on.
> Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. (ex. Respectfully yours; Very truly yours)
Signature
4 spaces after the Closing
> Your signature will appear in this section, usually signed in black or blue ink with a pen.
Printed Name
The printed version of your name, and if desired you can put your title or position on the line underneath it.
Enclosure
> Optional
> An Enclosure is usually written below the Printed Name if you are including other documents such as checks, certificates, handouts, etc.
> Note: If you have an enclosure, you may write Enclosure or Enc. two spaces after your signature.
Letterhead
> The heading at the top of a sheet of letter paper (stationery). It can be in the left, right, or at the center of the paper.
> That heading usually consists of a name and an address, and a logo or corporate design, and sometimes a background pattern.
> The term “letterhead” is often used to refer to the whole sheet imprinted with such a heading.
> If there is already a letterhead, you do not include anymore your return address or your personal address.
Margin
1” margin on all four sides
Font
Use a serif font such as Times New
Roman (12 point) or sans serif font such
as Arial (12 point).
Spacing
Single-spaced and if possible, typed on a computer.
Envelope
> Fold the letter horizontally into thirds.
> Mail the letter in a No. 10 security envelope (4 1/8” by 9 ½”) (long letter envelope), so that the letter wouldn’t be ripped when opening it.
On the Body of the Letter
> It is best to keep an initial business letter short. Business people are busy and do not have time to read long letters!
> In a one-page letter, you will usually only need three or four paragraphs, single spaced. Use a double space in between paragraphs.
