The correct use of these criteria will determine your grade on your final letter:
• The letter is organized correctly:
1. The first paragraph gives the positive news and provides a summary of the main points. This paragraph is 3-4 lines in length.
2. The second paragraph gives details. This paragraph is 5-7 lines in length.
3. The third paragraph provides reader benefits and any negatives. This paragraph is 5-7 lines in length.
4. The fourth paragraph states a goodwill ending. This paragraph is 2-3 lines in length.
• The letter uses "you-attitude" throughout; the letter emphasizes what the reader wants to know and does not use "I, me, my, myself, we," or phrases that emphasize "The company (name)" and not the reader.
• The letter uses positive words and de-emphasizes any negatives.
Does not use negative words such as "no" and "limited," plus most "un-words, in-words," and so forth (refer to module 7 for a list).
• The letter provides specific and precise reader benefits. Detailed examples of how the reader will benefit appear in the third paragraph.
• The letter does not refer to the reader's or the writer's feelings at all.
• The writing includes specific and accurate word choice and details and does NOT use the following words: thing, good, really, very, extremely, wonderful, outstanding, or any synonym of the above (refer to the online lesson in week 2 on using precise words).
• The writing uses active versus passive voice. The writing uses is, are, was, were, be, been, being, and am ONE time or less per paragraph, and does not use "There is, there are, there was, there were, there _____ be, and there ______ been" at all. Instead, the writing uses action verbs such as describes, shows, presents, writes, run, ran, talked, talk, and so forth. (refer to the online lesson in week 2 on action verbs).
• The writing uses familiar words.
• The writing does not use slang, cliches, trite or over-used expressions, or biased and sexist language. (Be sure the salutation goes to Ms. if the letter is addressed to a woman).
• The writing is free of typographical errors.
• Words are spelled and used correctly.
• Commas, quotation marks, and other punctuation marks are used correctly.
• The writing contains correct grammar without sentence fragments, comma splices, and run-on sentences.
• The letter is formatted correctly:
1. Block format is used.
2. 12 point Calibri or Times New Roman font is used.
3. Spacing is correct.
4. The letter includes a company letterhead, date, inside address to an individual at a company, a salutation followed by colon, four paragraphs, and a close.
5. All components except for the letterhead are lined up on the left margin.
• Pick a business, government, or nonprofit orga- nization you know well.
• What age groups do employees represent? How many of them are caring for elderly parents now?
• Specify the topic, date, and place of the first sem- inar you'll sponsor. If possible, give the schedule for the first three months.
• Be sure to provide reader benefits for employees who do not care for elderly parents as well as those who do.
• How easy is it for your organization to attract and retain skilled workers? Why is it important to your organization that people be alert and be willing to take more responsibility?