Covering the Gap Letter Checklist
Code2?.Last Name, First Name.12.BN.Covering the Gap
StyleUse company letterhead and full block/mixed punctuation
style.
Spelling Check spelling carefully.
FactsCheck facts carefully. Note that you won’t provide the $25 refund
for putty if you do the repairs. Logic would say that you will use
your own putty.
CommasCheck after introductory phrases and clauses and between
independent clauses. Don’t use when unnecessary.
Tips:Be careful about tone. You may be tempted to be negative
with Mrs. Carpenter. Remember, a primary goal in business communications is to build goodwill. I will accept one negative word in a bad-news message.
You can assume that Mr. Duncan has customers sign a contract releasing him from liability. You can also assume that he has his customers initial each clause in the agreement that explains special care requirements.
Tone/PsychologyUse care in how you approach writing this letter. Mr. Stocker is,
unfortunately, like many individuals who feel they must be in control of every situation. This places Mrs. Stocker in the unpleasant situation of essentially being told by her husband that she has poor judgment and can’t be left to make decisions on her own. Many men seem to plagued with this personality flaw. It’s sad but true. Now you have to decide whether to present an argument that his wife does have the right to make decisions on her own or argue about giving him $25 when he is asking for $100. You also must decide whether to include reference to the fact that you have already sold his contract-- probably not a good idea. Fortunately the instructions for this problem provide you with an easy solution. You can simply go back and repair the damage without addressing the preceding issues.
OrganizationalEven though you would probably choose to write this as a routine
letter, you must follow the bad-news organizational planbecause it is defined as a bad-news letter. Accordingly, use the checklist on p.343.
Use three paragraphs with effective transitions and coherence devices that lead naturally to a clear decision at the end of the second paragraph. (see pp. 172-173)
LetterheadNo abbreviations, use telephone number, optional e-mail address.
Date2-2 ½ inches from top, left margin, keep day with month (use
shift + spacebar).
Spacing1 to 9blank lines between date and inside address (see p. A29).
Inside AddressMr./Ms./Position/Company Name.
Check accuracy of name and address.
No abbreviations.
No commas at end of lines.
Inside AddressCheck facts.
SalutationMake sure acorrect salutation is used that is consistent with the
inside address. (see pp. A28-A30)
SpacingSingle spacing within paragraphs.
One blank line between:
paragraphs.
inside address and salutation.
salutation and body of letter.
body and complimentary close.
Center Center body of letter top to bottom.
ComplimentarySincerely or Cordially followed by comma.
close.Three blank spaces between complimentary close and typed
signature.
Reference InitialsPlace the typist initials in the correct location at the bottom of
the letter. (see A31)
EnclosureBe sure to the enclosure notation in the correct location at the
bottom of your letter. (see A31-A32)