Assignment:
You are in charge of an exclusive student organization and have the task of notifying new
members of their acceptance. Write a letter to an applicant (see below) congratulating him on
his acceptance and welcoming him to the organization. Feel free to use creativity when defining
the club’s purpose (nonprofit, community-building, sports or cultural). You select the scenario
that is most applicable to your interests.
Preparation:
Review Chapter 7: Writing Routine and Positive Messages (Especially pgs. 172-173)
Format:
Use the modified block letter format for this assignment. Please refer to page 421-423 for an
explanation of the block and modified block formats. The example in your book on page 422 is a
block format letter while the example on page 423 is modified block letter format. Please note
the differences carefully.
The format of your letter tells the reader a lot about your professionalism and your organization’s
credibility. Pay particular attention to your letter’s margins, line spacing, font type and size, and
placement of letter parts such as the return address, date, inside address, salutation,
complimentary close, and signature block.
Your applicant’s information is as follows: Eric Ramirez, 555 SW 8th St. #503,
Miami, FL
33199. You can create your own student organization name (Chemists Who Care, Multicultural
Student Alliance, etc.) as well as your title in the organization (President, Secretary, Director of
Outreach, etc.).
Recommended Organization
Introduction/Opening: Begin your letter with an introductory paragraph that states your purpose
and congratulates the applicant on his/her acceptance. You can even reference the exclusivity of
the club and the great achievement of being admitted.
Body/Discussion:
In the first paragraph of the body include information that refreshes the reader’s memory about
your organization and what you do. This could include past events/programs or simply how the
applicant may have heard about the club.
In the second paragraph refer to the specific expectations of group members.
This could
include dates of training/information sessions, required documents, or mandatory attendance to
organization meetings.
In the third paragraph of the body (the fourth paragraph of the letter), congratulate the student
again on his/her acceptance and emphasize the value this membership will add to his/her resume.
This section could also include a brief list of skills a member of this group may obtain through
active involvement in the organization.
Conclusion/Closing: Begin your closing paragraph with a courteous transition and thank the
student for his/her interest in your organization. Welcome the student to your exclusive
community and conclude your letter by indicating how the reader may contact you if he/she has
any questions.
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