Communication formats Flashcards
What is the structure of an email requesting information from a company?
Salutation, clearly state the main question, provide more context and ask additional smaller questions, close with appreciation and mention when you need the information.
What is the structure of an email response to a customer’s query?
Identify previous correspondence in the subject line,
start with the most important information,
paste customer’s questions and answer them,
promote the product/service,
provide contact details for further questions.
How to structure a memo delivering instructions from an employee to a manager?
Begin immediately with the main reason for the memo,
explain the need for change and new procedures,
close by reinforcing benefits to the reader.
What’s the structure of a claim letter?
Start with a salutation,
clearly state what you want,
explain what went wrong without blaming or accusing,
provide any necessary documents,
state what you want to be done,
close with a friendly remark about future shopping.
What’s the structure of an adjustment letter?
Start with a salutation,
announce the good news immediately,
explain what happened and suggest improvement plans,
conclude with a genuine and respectful remark
What’s the structure of a direct-strategy collection letter?
Start with a salutation,
state what the individual owes the company in the introduction,
discuss what must be done in the body,
conclude with appreciation for cooperation and a deadline
How to structure an email refusing an external favor request?
Start with a salutation,
use a buffer in the introduction to show interest,
explain the reasons for refusal and provide a substitute in the body,
conclude with pleasant and forward-looking statements.
How to structure an email refusing an internal favor request?
Begin with a less formal salutation,
use a buffer in the introduction,
explain the reason for refusal in the body and provide reader benefits,
conclude with an off-topic but friendly remark.
What’s the structure of a persuasive favor request?
Start with a salutation, ask questions related to the reader to gain attention,
provide information about the company in the body and how the reader can benefit,
offer a free service to elicit desire,
conclude with a deadline and a final benefit to action.
How to structure an unsolicited application letter?
Start by showing enthusiasm for the company, persuade the reader with your skills that can benefit the organization, ask for further action like an interview.
What’s the structure of a solicited application letter?
Introduction - summarize, request, show interest in the company and refer to the advertised position, body - explain how you’re qualified using your experience and action verbs, conclusion - ask for further action like an interview
