STRUCTURING BUSINESS LETTER

FOUR POINT PLAN

INTRODUCTION:

BACKGROUND AND BASICS

Briefly give the reasons for
writing
Refer to previous
communication
Who? What? Where? When?

DETAILS:

FACTS AND FIGURES

Give instructions
Ask for information
Provide all relevant data and
details
Separate into paragraphs for
separate themes
Make sure the paragraphs flow
logically

RESPONSE OR ACTION:

ACTION STATEMENT
Action you want the reader to
take
Action you will take
Deadline
Conclusion

CLOSE:
sentence.

A simple, relevant closing

Sample I- This looks good

Lord Consulting Services
699 Knox Road
Ardmore, PA 19077
(610) 555-0124

January 23, 1998

Mr. James Penrod
Vice President, Sales
ABC Computing
349 Vesper Road
Knoxville, TN 37966
Subject: Magazine samples
Dear Mr. Penrod

HEADING

DATE

INSIDE ADDRESS

SUBJECT LINE
SALUTATION

Thank you for interviewing with Lord Consulting services. We enjoyed meeting
with you and discussing career opportunities.
After reviewing the results of your testing, we concluded that the fit hereBODY
with
the rest of our team wasnt perfect. Your results indicate that you are a self
starter and highly analytical. We were looking for a slightly different
combination of skill sets.
We hire for several public relations positions each year, and generally these
employess move quickly to management levels. Wed like to consider you for
the next available position, because each department requires a different team
composition.
Thank you again. We look forward to speaking with you again in future
Sincerely ,

CLOSING AND
SIGNATURE

Judy Lord

ATTACHMENTS

Judy Lord
Human Resource Manager

Sample II- This looks good

TO:

Great Valley Personnel

FROM:

Facilities Manager

SUBJECT:

Company Parking lot

DATE:

June 20, 1998

Id like to announce that the executive board has approved plans to resurface the
company parking lot.
We will begin work on June 27. We expect the project to take about a week.
During that time, no one will be able to use the parking lot. Let us put up with what I
hope is a minor inconvenience, and after the repairs we can all look forward to a
better managed parking lot.
PS: Hope you share my enthusiasm about this improvement of our facilities.

Sample III
Date:

August 2, 2010

To:

VPC Board of Directors

From:

Milly Vincent, Public Relations Director MCV

Subject:

Proposal to change Facility-use policy

VPC could enhance its public image and strengthen relationships with it employees
by permitting outside groups to use the companys meeting rooms.
Background
During a typical three month period, VPC receives one or two requests to use its
meeting rooms. These requests come from employees, customers and
representatives of the general public. In accordance with Policy Number 102 which
was enacted for financial and liability reasons, we refuse these requests.
Problem
In the three month period May 1 to July 31, we received 27 requests to use our
facilities. Thirteen of these requests came from our employees or from
representatives of organizations that VPC supports through financial or in kind
donations.
The increased request activity can be attributed at least in part, to the fact that two
popular meeting sites are no longer available; Fire destroyed The Mountain
Community Centre in April, and Central Library began a major remodeling project in
mid-June.

Recommendation
I recommend that we make our three main floor meeting rooms available to local
groups between 6 & 10 pm weekdays on a cost recovery basis and other facilities

are again available (approximately nine months). By doing so we will provide a

valuable public service and build on our already strong reputation in the community.
Information gathered from our insurance carrier, out maintenance manager, and our
security chief suggests that a $ 35.- per hour fee will cover our costs.
If you approve this recommendation, I will issue a news release, notify those whose
requests have been processed that our policy has changed and draft internal
procedures for your review.

CD 2
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Speaker (cd 2)

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CD 1
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