Florida International University Routine Reply Positive Message Letter Letter 1: Routine Reply/Positive Message Assignment: You are in charge of an exclu

Florida International University Routine Reply Positive Message Letter Letter 1: Routine Reply/Positive Message

Assignment:

You are in charge of an exclusive student organization and have the task of notifying new members of their acceptance. Write a letter to an applicant (see below) congratulating him on his acceptance and welcoming him to the organization. Feel free to use creativity when defining the club’s purpose (nonprofit, community-building, sports or cultural). You select the scenario that is most applicable to your interests.

Preparation:

Review Chapter 10: Writing Routine and Positive Messages (Especially pages 266-267).

Format:

Use the modified block letter format for this assignment. Please refer to page 584-586 for an explanation of the block and modified block formats. The example in your book on page 585 is a block letter format letter while the example on page 586 is a modified block letter format. Please note the differences carefully.

The format of your letter tells the reader a lot about your professionalism and your organization’s credibility. Pay particular attention to your letter’s margins, line spacing, font type and size, and placement of letter parts such as the return address, date, inside address, salutation, complimentary close, and signature block.

Your applicant’s information is as follows: Eric Ramirez, 555 SW 8th St. #503, Miami, FL 33199. You can create your own student organization name (Chemists Who Care, Multicultural Student Alliance, etc.) as well as your title in the organization (President, Secretary, Director of Outreach, etc.).

RECOMMENDED ORGANIZATION

Introduction/Opening:

Begin your letter with an introductory paragraph that states your purpose and congratulates the applicant on his/her acceptance. You can even reference the exclusivity of the club and the great achievement of being admitted.

Body/Discussion:

In the first paragraph of the body include information that refreshes the reader’s memory about your organization and what you do. This could include past events/programs or simply how the applicant may have heard about the club.

In the second paragraph refer to the specific expectations of group members. This could include dates of training/information sessions, required documents, or mandatory attendance to organization meetings.

In the third paragraph of the body (the fourth paragraph of the letter), congratulate the student again on his/her acceptance and emphasize the value this membership will add to his/her resume.

This section could also include a brief list of skills a member of this group may obtain through active involvement in the organization.

Conclusion/Closing:

Begin your closing paragraph with a courteous transition and thank the student for his/her interest in your organization. Welcome the student to your exclusive community and conclude your letter by indicating how the reader may contact you if he/she has any questions. Your mailing address
City, ST Zipcode
Phone Number (optional)
E-mail (optional)
Month Day, Year
Name of Receiver, Title
Company Name
Mailing Address
City, ST Zipcode
Dear Mr. / Ms. / Dr. / Professor / Recipient’s Last Name:
When writing a letter using modified block format, no lines are indented. Include your address
and if you want your phone number where you can be contacted. Skip 2 lines and include the
name and address of the recipient of the letter. Skip 1 line and write the letter’s salutation.
Select the most appropriate title with the recipient’s last name followed by a colon.
The margins for a typical letter are 1.5 inch left margin, 1 inch right margin, and 1 inch margin
and top and bottom of the paper. Margins may be adjusted slightly to make your letter fit on one
page, or to space the information so that page breaks do not happen at awkward places. Create a
straight, left margin and all paragraphs and headings should be lined up with the left margin.
Single space within each paragraph and skip one line between paragraphs.
If your letter exceeds one page, use a second-page heading which includes your name, date and
page number.
Close your letter with an invitation for further discussion and how you can be contacted. Skip
one line, tab two-thirds across the page, and create the complimentary close and signature block.
This should line up with your address and date at the top of the page. Typical customary
closings are Sincerely and Cordially followed by a comma. Sign you name legibly in the 3 blank
lines you skipped between the customary close and your typed name.
Sincerely,
Your Signature (script font)
Your Name
Title
Enclosure:
Pre-addressed Stamped Envelope
Resume

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