March 6, 2009 (12 point font-times new roman or ariel; 1 inch margins)
Angela Property
220 Corporation Way Somwhereville, VA 22590
(two spaces here)
Dear Ms. Property: (the salutation can be a particular individual name, but it can also be something general like “Dear School Board” or “Dear American Tax Payers”)
(one space after the salutation)
Subject: You can include a simple statement of the topic here, but it is not required.
Your introduction should grab your readers’ attention. Depending on your audience you will likely be able to assume they have some familiarity with your topic, so don’t rely on a definition to begin your letter. You need to connect with your readers here to convince them that they should keep reading. The sense of purpose and a clear indication of what you know about the audience may help them want to see what you have to say. A sense of a thesis might be a good way to end your introductory paragraph to help readers know what to look for in the body of the letter.
To help your reader stay focused on what you have to say, your body paragraphs should be direct and generally deal with one subject (cohesion). To help you craft a cohesive paragraph you might ensure that each sentence has both old and new information. This format creates specific connections that help readers stay with your point. The transitions can include repeated key words, parallel structure, and/or transitional words and phrases. Don’t just rely on transitional words, like next, additionally, first, second, third; make sure that your sentences lead your reader to understand and agree with your point.
In addition to transitions to keep your reader with you, you can use the structure of the paragraphs to help keep your point in their minds. Generally speaking the paragraph can move from a general point (the topic sentence) through the supporting evidence to a “so what” type statement that connects the point back to the thesis. A handout from the Perdue Online Writing Lab uses the alphabetism TTEB to describe this structure: Transition, Topic sentence, specific Evidence and analysis, and a Brief wrap-up. While constantly referring back to your purpose/point may feel like you are repeating yourself too much, remember that your reader does not know what is in your mind; you have to show the connections you see. Having said that, I still want you to be careful about repeating yourself too much. It is a fine line. Peer review (either your class mates, your friends or your family) can help you find the perfect balance between showing connections and too much repetition.
Paragraph length can be an issue for beginning writers. I know I (and probably many others) have said that paragraphs generally have 5-7 sentences. And while that statement is “true,” you may find that including shorter and longer paragraphs helps you make your points and helps readers stay focused on those points. A paragraph needs to be long enough for you to develop your idea and clearly state that idea for readers. A well-developed paragraph will provide evidence to support the topic sentence and compel readers to agree with your point.
In addition to choosing your paragraph length, you will also need to choose your sentence length. Generally speaking sentence length and complexity should be varied to keep readers interested. This approach would include short simple sentences. While short sentences are a little easier in some respect, sprinkling in longer more complex sentences, like one with an introductory clause, can help readers see your skills as a wordsmith. You can make your more complex sentence by combining two shorter sentences with a simple conjunction, or you might find you are willing to give the semi-colon a try. Of course you may find instances where several similarly structure sentences emphasize your point better. Short sentences increase the readers speed. You can move from point to point. You can create a rhythm. You can captivate your audience.
The block paragraph style is used for business communications. While the block format is MLA here, in regular academic papers you would use double spacing and regular indents. Another difference between academic papers and the letter format is the way you cite your sources. Letter writing is less formal, so while you will include internal citations, you will not include a Works Cited page. A Works Cited page would include the MLA citations only for sources you mention (summarize or paraphrase) or directly quote (the actual words the source used).
Your conclusion is your last chance to appeal to your audience. I know that you have been told to repeat your thesis here, but particularly in such a short letter repetition like that wastes the opportunity for the last appeal. How can you convince your readers to do (proposal) or think (position) what you are hoping they will do or think? According to RandaHolewa of St. Cloud State University, a conclusion should:
•Answer the question "So What?" Show your readers why this paper was important. Show them that your paper was meaningful and useful.
•Synthesize, don't summarize Don't simply repeat things that were in your paper. They have read it. Show them how the points you made and the support and examples you used were not random, but fit together.
•Redirect your readers Give your reader something to think about, perhaps a way to use your paper in the "real" world. If your introduction went from general to specific, make your conclusion go from specific to general. Think globally.
•Create a new meaning You don't have to give new information to create a new meaning. By demonstrating how your ideas work together, you can create a new picture. Often the sum of the paper is worth more than its parts.
Because this is a letter, you might end you conclusion with a statement of your personal desire. I hope that you have success in composing your letters.
Sincerely,
(you need to leave some space for your signature: four returns at most)
Lydia Lease, Attorney, Sell your House, Inc.
206 N. Sell Dr. (you do not have to include your address here for this assignment)
Richmond, VA 23218