• The letter is organized correctly:
o The first paragraph provides explanation, and does NOT give the bad news. This paragraph is 5-7 lines in length.
o The second paragraph gives the bad news clearly and compactly in the most positive way possible. The paragraph offers detailed alternatives. This paragraph is 5-7 lines in length.
o The third paragraph offers a goodwill ending that makes a sincere, positive, and forward statement. This paragraph is 2-3 lines in length.
• The writing uses active versus passive voice.
• The writing uses familiar words. Any jargon or special terms are defined or explained.
• 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.
• 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 uses no slang, cliches, trite or over-used expressions, and no biasied or sexist language. (Be sure the salutation goes to Ms. if the letter is addressed to a woman).
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• Full block format is used.
• 12 point Calibri or Times New Roman font is used.
• Spacing is correct.
• The letter includes a company letterhead, date, inside address to an individual at a company, a salutation followed by colon, three paragraphs, and a close.
• All components except for the letterhead are lined up on the left margin.
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• 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.
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