| How can I organize my points logically?Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy. Here is an example outline:
RECIPIENT
- Karen Jacobson
- Acquaintance (met twice before, briefly)
- Title: President, The Flying Club
- Address: 44 Windermere Drive, Waterloo, Ontario L1B 2C5
REASON
- To invite a board member to remain on the board for a second term.
- Other members suggested that she has enjoyed this position and has been thinking about staying on.
- No other volunteers have come forward to take over at the end of September.
SPECIFIC DETAILS
- If she decides to stay on she will need to be available for the national meeting on 5 November.
- Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes or hosting social events.
RESPONSE
- She will need to respond by 1 September.
- She can contact me by email or phone.
ORGANIZATION
- Return address of our institution
- Karen Jacobson's title and address
- Salutation: Dear Ms. Jacobson
- First paragraph: Introduce myself briefly--remind Karen where we met before. Provide my reason for writing: "I have heard from a number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for another year."
- Second paragraph: Explain what type of commitment this position will involve this year (once a month meetings, national meeting, plus possible extra duties)
- Third Paragraph: Provide deadline for response and how to contact me.
- Closing: Express thanks to Karen for volunteering her time this year
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Date: 2015-02-03; view: 932
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