Letter Evaluation Form
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1Writer’s Name _____________________
B 220 Business Communication
Evaluator’s Code _________________
Letter Evaluation Form
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1.
Letterhead/Heading [X]BCompany business letter contains logo, address, telephone centered or
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aligned at left (see p. A13). Personal business letter contains return address at left margin. Date
is located 2 inches from top edge of page; street address, city, state, ZIP, e-mail address, and/or
telephone and fax numbers are located immediately above the date (no space). No name typed
above the address. (see p. A13)
2.
Date [DATE]Bat least one blank line below letterhead. Position against the left margin
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2 to 2 ½ inches from top edge of page.
3.
Inside Address [X]--one to nine blank lines below date, no abbreviations, complete address starting
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at smallest unit and moving to largest (i.e. a department is smaller than a building, so the
department comes first). Title/s precede names, if used. (see p. A4)
4.
Salutation [X]--matches inside address, must start with Dear if first line of inside address starts
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with a name or position. Ladies, or Gentlemen, Ladies and Gentlemen if inside address starts
with company name. (see p. A7)
5.
Body of Letter [FORMAT]--body is centered, one blank line only between salutation and first paragraph,
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no indented paragraphs (use full block ), one blank line between paragraphs (see p. A7)
6.
Complimentary Close--one blank line below body of letter; use Sincerely or Cordially. (see p. A7)
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Place three blank lines between complimentary close and name.
7.
Organization Plan (ORG)--Direct Request, Good News, Goodwill--main idea first, then explanation,
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then specific request or resale; Bad News--buffer, explanation, bad news, resale; Persuasive--AIDA.
8.
Sentence Effectiveness [SS]--uses clear (CL), concise, effective Sentences. Uses active voice
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unless passive voice is needed to avoid focusing on a person=s weaknesses or errors.
9.
Sentence Structure [SS]--avoids fragments (FRAG), comma splices (CS), run-on sentences (ROS),
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and excessive use of prepositional phrases (FW).
10. Coherence (COH or PARA)--uses effective coherence devices within and between paragraphs.
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Paragraphs are introduced with a topic sentence and are connected with appropriate related
content and transitional words. One idea is used per sentence or paragraph. (see pp. 128-130)
11. Unity [PARA]--all paragraphs are connected together effectively and communicate as one
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unified document.
12. You Attitude [UA]--avoids starting paragraph with Awe,@ AI,@ or company name. Main idea of
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sentence is used as the subject. Emphasizes reader by using Ayou@ when appropriate. (see p. 92)
13. Overall Tone [TONE or NEG]--positive, generates goodwill; (For bad news letters only) if negative
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ideas are used, no more than one negative word is used in the letter. (see p. 93)
14. Word Choice [WC or UAW]--uses words correctly and effectively.
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Avoids awkward constructions (K)—expletives [EXP] (sentences starting with AThere@ or AIt@),
trite phrases, overly obvious in condescending statements which may offend the reader,
slang or idioms. (see pp. 123-126)
15. Spelling [SP]--uses correct spelling
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16. Mechanical Problems--avoids inappropriate abbreviations [ABB], capitalization [CAPS] ,
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typographical errors [X]; paper wrinkles [X]; bubble-jet printer ink smears [X]; pen or
pencil corrections [X]
17. Grammar--uses correct grammarBsubject/verb agreement [S/V], number, parts of speech,
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shifts in tense [TENSE], etc.
18. Punctuation [P]--semicolons or commas with coordinate conjunctions are used to separate independent
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clauses. Commas follow introductory dependent clauses and verbal phrases. Uses commas
appropriately with nonrestrictive phrases. Quotes are always used outside commas and
periods. Other miscellaneous punctuation is used correctly--dashes, hyphens, ellipses, exclamation
points, etc.
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