English For Business

• What can you tell about the picture?
• What do you think that they are doing?

Please, listen and watch this clip, and try answer these questions:
What are the two women’s names?
Did Ellen go out on the weekend?
What’s her husband’s name?
When did her husband get flu?
What does Peter like to be called?
Who seems to lead the meeting?
Why is Ricky late?
What is Peter going to discuss?

Well, really sorry since the "Clip" is not available here.
It's on the hands of Ahmad Syafii, S.Pd., M.ET.
You may have it soon.

BUSINES LETTER

What is a business letter?

A business letter is an important document that a writer uses to accomplish specific, measureable objectives in interaction with a specific audience.

• A business letter usually focuses on the reader's interests, needs, and concerns, often in order to get the writer's aims accomplished as well as the reader's. The strategy is to build rapport (a positive social relationship), offer needed information, and then ask for specific action. In some cases the writer may want to change the reader's attitude, which is also a kind of action.
• A business letter builds a bridge (rapport) in a number of ways: expressing shared concerns or objectives, sharing personal or social information or experiences, naming shared acquaintances or business contacts, etc.
• A business letter writer organizes the content of the letter to that it persuades the reader to agree with the writer's aims. The strategy is to construct "arguments" that the reader will accept as valid reasons for acting in ways that the writer has specified.
• A business letter writer employs some device or means to measure the effectiveness of his or her persuasive effort. For example, a direct mail sales letter may include a coupon that the reader can redeem; a letter of termination's effectiveness may be measured by the fact that the employee does not retaliate with a lawsuit; a letter of complaint achieves an adjustment or refund.
• A business letter is usually written in Business English and employs standard western styles of formatting and traditional letter parts or sections. For example, writers most often use block, modified block, semi-block, or AMS simplified styles for formatting content, and the letter parts most often included are the heading, inside address, salutation, body, close, signature, and reference section. (See your text for more information about format styles and letter parts.)

Do business letters vary from country to country?

Although business people from many countries rely on Business English and use standard "western" letter formats, if you conduct business overseas you will see major and minor differences -- in language, in format, and strategies of persuasion. The latter element -- the kinds of strategies that writers use to persuade -- may vary subtly, or greatly from culture to culture (e.g., nationally, or because of ethnic or religious differences). While all human communication shares common elements, even the subtle differences are important to learn about, because they may mean the difference between success or failure in a global business venture. [See your International Communication Case Assignment for more information about this increasingly crucial topic.]

"Kinds" of U.S. Business Letters

There are a wide variety of kinds of business letters and they are categorized chiefly by function: (The following list is not exhaustive.)

complaint or adjustment letters ... sales letters (and proposal letters) performance appraisals ... good news and bad news letters hiring and termination letters ... letters of recommendation fund-raising letters ... request letters collection letters... problem-solving letters query letters ... letters of inquiry refusal letters ... letters of transmittal goodwill letters... application letters

In conjunction with standard writing strategies (rapport, information, action), each of these kinds of letters employs certain specific strategies in order to accomplish its primary purpose., and in addition, secondary strategies may be employed to accomplish more than one objective with the same letter. For example, a company may use a direct mail sales letter to change your attitude about one of its poor-selling product s, and to get you to place an order as well. The company writers will likely offer information about how the product has been improved, and it will use a standard sales technique (e.g., the "star-chain- knot") to "close the sale." [Consult your textbook for more information about this and other specific strategies.] A writer of a bad news letter will need to decide whether to be direct or indirect. A writer of a complaint letter will need to get the reader on his or her side, and be clear about the action desired to remedy the problem.

Directions:

Paying attention to standard Business English and traditional letter formats, write a variety of letters to people in U.S. companies, as described in the list of choices below. (Later in the semester you will also be asked to write letters or memos to international audiences.)

For practice (and your portfolio):

1. Write a draft of a complaint/adjustment letter about a product or service you have purchased, with which you are very dissatisfied. Your aim or intent is the completion of the promised service, a replacement or exchange, an adjustment of the bill, and/or a refund.
   and/or
2. Write a draft of a letter soliciting funds for some club or non-profit organization to which you belong. Your aim is to get the reader to send in a donation.
   and/or
3. Write a draft of an inquiry letter in which you request information about employment opportunities with a particular company or organization. Your purpose is to gather information, not to obtain an interview.

For your graded U.S. business letter assignment:

Write one of the following:

1. a direct mail sales letter for a product or service that you have (or could have) developed and for which you intend to start a marketing campaign. You will need to be clear about the "target audience" (i.e. the group of potential customers to whom you plan to direct your sales appeal). You will also need to use an effective selling technique (e.g., star, chain, knot). Be sure that your letter employs some element that can be used to measure the effectiveness of your sales attempt (e.g., an 800#, a coupon, etc.).
   or

a series of 3 collection letters, for a commercial service that your company provides for other businesses. Assume that the service has already been provided, and that you want to continue to do business with the audience.

Business Letter Format

Use the correct Business Letter Format

Why it is important to use the correct business letter format?

Because the way a business letter looks immediately gives the reader their first impression even before they read it. The quality of the paper, letterhead design, the margins, spacing and more all have something to say about the organization. A weakness in any of these elements can detract from the effectiveness of the message, even though it is expertly written.

The following table provides the elements of the business letter format.

The Paper	There are different kinds of paper. I recommend using the 20lb for normal use and 32lb for important letters like resume cover letters and thank you letters.
Color	White is the standard and should usually be used. Light tints (grey, blue, green, etc) are also becoming popular. Do not use any strong colour unless you know it is acceptable to the reader.
Size	To me only the Letter or A4 are the only acceptable sizes. There are other sizes but I don’t recommend it unless you are in the creative field.
Layout	In a business letter format, there are many layouts; the three most popular are the semi-blocked, blocked and full-blocked. Whatever layout you wish to use, it doesn’t really matter. As for me, I prefer the full-blocked simply because it is easier to type on the computer.
Margins	Left and Right 1 Inch Top and Bottom 1 ½ Inch
Spacing	Most letters are single spaced. Use double space for short letters. Leave one blank line between paragraphs, 2 Blank lines before the complementary close (i.e. Sincerely) and 3 to 4 lines for the signature.
Salutation	Always use the name of the individual if you know it. Dear Amy: (personal friend or close business associate) Dear Mrs. Rider: Dear Miss Spears: Dear Ms. Tyler: (use Ms. If you don’t know the marital status or the preference) Dear Mr. Syafii: Dear Dr. Doom: Dear Sir Elton John: If you don’t know the name of the individual, address it to the individual’s title in the company and then use dear Sir or Madam: Here is an example: Head of Human Resource ABC Company 123 Sesame Street Dear Sir or Madam: But please only use this if you really cannot find out the name of the person. Most companies will tell you who the person is. All it takes is a phone call. If you are addressing to an organization and not an individual, then use the following: Ladies and Gentlemen: And if you want to highlight the letter to an individual(s) in the organization, use the attention line as follows: Attention: Miss J. Fonda, CEO and Mr. M. Jackson, CFO Ladies and Gentlemen: If you are addressing officials, it requires a more formal format. See Addressing Business Letters for Officials for more information.
Complimentary close	For a normal business letter format, I prefer to use Regards, Sincerely, and Sincerely yours. Other acceptable formal business letter close includes Cordially, Cordially yours, Very sincerely yours, Very cordially yours, Yours very truly, Very truly yours and if the person is of high stature, Respectfully yours.
Subject Line	Sometimes to speed up the handling of your mail, it may be wise to use a subject line. Dear Mr. M. Jackson: Subject: Order No. 456-9A6
Signature	Do use a title (Mr., Miss, Ms) to indicate your preference and you gender and give you First and Last Name. Example: Sincerely, Ms. Tony Braxton

Although this page is about business letter format and this site is about writing business letters, I think it is prudent to talk about other types of written business correspondence. This will include the fax, memos and e-mails. Knowing when to use each type of correspondence is just as (if not more) important as the content itself. For example, you don't send a memo to congratulate someone.

The Fax
The facsimile machine has dramatically changed the pace of business communications in the past 10 years. Some say it is a blessing and some say it's a curse. Either way, knowing the proper use of this communication tool will help you improve your business image.

The fax cover page
Often, fax transmissions are received in a common area and then forwarded to the proper recipient. The fax cover page is used to route your communication to the correct person and to ensure all the pages are received.

Here is a sample of a fax cover page

Follow these guidelines when using the fax

1. Use the fax only when the communication needs immediate attention
2. In addition to the cover page, format the message in either the memo or business letter format.
3. Do not send documents in which the appearance is important.
4. Avoid dark areas such as graphics. It slows down transmission time and the recipient printed fax may be moist from the heavy application of ink.
5. Use simple, legible type for your fax. Arial, Courier and Times New Roman all transmit clearly. Use at least an 11-point in size.
6. Avoid handwritten notes. They often don't transmit well.

The Memo

The memo is short for memorandum. It is used for short reminders, quick announcements or concise pieces of information. When using the memo format, don't communicate something of vital importance. Use the business letter format instead. Memo tends to be given less attention than a business letter written on the company letterhead. Memos should not be used for communications to people outside the company.

There is no rule for the format of the memo. Pick one and make it a standard for your company. The vital information in a memo are the date, the recipient, the sender and the subject matter.

The following is an example:

Date:

To:
From:
RE:

The e-Mail
Since you are on the internet reading this site, I would assume that you know what e-mail is and you probably have one or more e-mail account. The e-mail has replaced many functions of the business letter. Here are some tips on writing effective e-mail.

1. Format: Do use the format provided by the software properly. Include the e-mail you are sending to on the proper column. To is for the individuals the letter is directed to, cc for those you want to have a copy and bcc to those you want to have a copy but don't want people to know they are in the list. And do fill in the subject line. Begin the e-mail with the salutation.
2. Contents: As with the business letter, keep it brief. All the business letter essentials apply to the e-mail as well.
3. Links: If you are referring to a web site, do provide a link.
4. Don't use ALL CAPS: In the real world, all caps mean that you are stressing a point. However when online, all caps means that you are YELLING! Bold the word or put asterisks around it to stress the word.
5. Don't get too informal: The tendency when it comes to e-mail is to write less formally, just remember, you are still writing a business letter only via e-mail.
6. Don't use emoticons and acronyms: There are two reasons for this, first, while many net-savvy users are familiar with it, there are still a lot of people who don't understand what the symbols mean. Secondly, you are still writing a business letter, emoticons and acronyms are just too informal. Imagine a letter that reads like this:
   WTG Imagine my =:O when I heard your good news. IMHO you earned the promotion. ;-)

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So there you have it, I have given you the elements of a correct Business Letter Format. Some of these elements are flexible, so always make your own judgment when selecting your Business Letter Format.

Parts of Business Letter

What are Parts of Business Letters?

A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery. There are six parts to a business letter.

1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin. (See Business Letter Styles.)

It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date.

2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.

This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.

3. The Greeting. It is also called the salutation. The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name.

It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female. For more on the form of titles, see Titles with Names.

The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon--it is not going to be friendly.)

4. The Body. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and the close.

5. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does.

The block style is becoming more widely used because there is no indenting to bother with in the whole letter.

6. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) and type out the name to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate. The term "By direction" in the second line means that a superior is authorizing the signer.

Business Letter Styles

The following pictures show what a one-page business letter should look like. There are three accepted styles. The horizontal lines represent lines of type. Click your mouse pointer on any part of the picture for a description and example of that part.

Business letter style

Make your letters readable and direct. Choose short, accurate word choices, short sentences, and orderly paragraphs. These are easy to read, understand and remember. Use personal pronouns, active voice, and action verbs. Avoid formal and stuffy expressions (like "thanking you in advance," "as per," "be advised," or "enclosed herewith") and don't use technical terms unless you are positive your reader will understand them as you do. Don't write to impress; write to explain.

Preparing your letters

Make your letters readable by typing them on 8 by 11 inch typing paper. Check your text for clarity, completeness, and readability, and don't ever forget to proofread. Minor errors in spelling, punctuation, and grammar hurt your credibility. Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well written letter.

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PARTS OF A BUSINESS LETTER

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4455 Turnbolt Ave Austin, Texas 78713 September 14, 1997

RETURN ADDRESS. Always provide your address so that your reader can contact you. DATE. The date is useful for record-keeping.

Underwood Computers 11213 Technology Blvd Houston, Texas 77078 Dear Mr. Underwood: I am writing this letter to express my appreciation for the wonderful assistance we received from your staff during the past month. Your salespersons did a terrific job in analyzing our company's needs and providing us with options which were well within our budget for the project. The equipment was shipped in a timely fashion and the installation was as easy as we were told it would be. When a few minor problems arose, your technical assistance staff were very responsive and the problems quickly resolved over the telephone. Please thank all of the people who were instrumental in getting the project up and running on time. Sincerely, Joseph Goodenhour

RECIPIENT ADDRESS. Give the reader's name and address as they appear on the envelope in which your letter is mailed. SALUTATION or attention line. Address the reader by name punctuated with a colon. When writing to a manager you do not know by name or to a department, use an attention line. (Example: "Attention Claims Manager.") Avoid stuffy "Dear Sir" or "Dear Madam" salutations. INTRODUCTION. Begin your letter with a short statement of your subject and reason for writing. YOUR TEXT. Explain your subject fully and clearly. Be accurate and don't waste your reader's time with unnecessary details. CLOSING. End your letter by saying something helpful or courteous to your reader. If you thank your reader, explain why. COMPLIMENTARY CLOSE. "Sincerely" is a good choice. Punctuate your close with a comma. YOUR SIGNATURE A TYPED COPY OF YOUR NAME

Kinds of Business Letters

Different kinds of business letters:

settling payment	confirmation of dispatch	reply to complaint	inquiry
acknowledgement of order	reminder	quotation/offer	complaint

Definitions:

1. When you confirm that the order has been received and that it will

be executed in accordance with what was stipulated in the order.

2. You want information from a company.

3. If you pay by cheque, this kind of letter should accompany the

cheque.

4. You regret having given the buyer cause for complaint.

5. When payments are outstanding, you have to send this kind of

letter.

6. A reply to an inquiry giving prices and other information that has

been requested.

7. When the goods are ready for dispatch, the seller confirms this by

letter, e-mail or fax.

8. The goods did not correspond the expected quality, they arrived too late or were damaged.

Letter of Inquiry

What is a Letter OF Inquiry?

A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need.

Format of a Letter of Inquiry

Follow this format in writing a letter of inquiry:

1. In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm.
2. In the second paragraph, briefly explain why you are writing and how you will use the requested information. Offer to keep the response confidential if such an offer seems reasonable.
3. List the specific information you need. You can phrase your requests as questions or as a list of specific items of information. In either case, make each item clear and discrete.
4. Conclude your letter by offering your reader some incentive for responding.

The following letter of inquiry is written by a computer programmer requesting specific information about an upcoming release of a software product.

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Reply to Inquiry Letter

Reply to Inquiry and Inability to Offer Substitute

Disclaimer: Be aware that some of these sample letters have legal, financial, or other implications. If you are not sure about the use of any letter, consult with an appropriate professional first.

Reply to Inquiry and Inability to Offer Substitute


Dear

Your letter inquiring about (subject of inquiry) was
brought to my attention.

While we manufacture a vast assortment of (products) ,
none of our models fit the description which you provided.
We have never manufactured (subject of inquiry).

You may wish to direct an inquiry to the following
distributor, whose firm has been in existence for many
years and who may have the answer you are seeking:

____(name of firm)____
____(address)_________
____(city,state,zip)__

I am sorry that I am unable to be of more assistance to
you. Best of luck!

independence, was secured upon independence within the constitutional structure and process of governance of the state of New York, and their protection remains fundamental to the sovereignty of the people of the state of New York and of the United States of America today.

We challenge the constitutionality of the 1961-2 repeals of Sections §§ 10, 13 and 15 of Article I (Bill of Rights) of the Constitution of the state of New York as, among other reasons, an ex post facto act by the assembly in support of their apparent creature "town board government" in the Town of Easthampton. We hold said creature to have been unconstitutionally imposed upon the Town of Easthampton and Montauk around 1925 under the guise of the Town Law of 1909. (Trustees of Dartmouth College v. Woodward, U.S. Supreme Court, 1819, 4 Wheaton 518 ). The "town board government" of Easthampton is not a legal entity, has no constitutional basis for its claim of civil jurisdiction, and cannot be made to be legal by the state assembly. It is, in effect, a "stealth Woodward".

We do also believe that the MFOP/Montauk Trustee corporation was denied equal protection of the laws of the state of New York with the intent of denying due process of law by the court of original jurisdiction and do seek a direct appeal from its actions with the purpose of a remand for further process of law and a trial.

This matter clearly affects the construction of the constitution of the State of New York and we have presented to the court a substantial constitutional and statutory basis for an appeal as a matter of right. If there are questions about our assertion of the court's jurisdiction, they may be more appropriately raised by the defendants in the forthcoming briefs or by the court during oral argument. We do, therefore, pray the for termination of this inquiry and the quick establishing of a new schedule for the perfecting of the appeals.

In closing, it is important to understand our assertion that this matter was dismissed by the lower court by the extraordinary intervention of a biased judge who denied equal protection of the law for the purpose of obstructing due process of law and that the good justices of the appellate court were clearly prejudiced by two decisions of this higher court that utilized the same unconstitutional misapplication of statute.

The constitutional effect of such a denial of fundamental constitutional rights is best summed up in the written message which the great republican parliamentarian Algernon Sydney passed to his executioner. It read:

"That God had left Nations unto the Liberty of setting up such Governments as best pleased themselves.

That Magistrates were set up for the good of Nations, not Nations set up for the honor or glory of Magistrates.

That the Right and Power of Magistrates in every Country, was that which the laws of that Country made it to be.

That those Laws were to be observed, and the Oaths taken by them, having the force of a Contract between Magistrate and People, could not be violated without danger of dissolving the whole Fabrick."

Algernon Sidney was executed on 7 December 1683 by a predecessor to the courts of the state of New York upon the testimony of one witness when the law required two. The court determined to ignore his right to equal protection of law and executed him for his avowedly republican beliefs. Algernon Sydney had significant involvement in the framing of the constitutions of North Carolina and Pennsylvania and was executed only thirty eight days after the enactment of the original constitution of New York on 30 October 1683 by framers who articulated therein the same principles of republican constitutional government.

The very "fabric" of the still young experiment in constitutional republican government in the state of New York is threatened by the improper handling of this case. Any further protection of the usurpation of the contractually established sovereign jurisdictions of the Towns of East Hampton and Montauk is constitutionally unwise and unjust. Neither this state nor our nation has been conquered by a foreign power and we neither know nor accept any authority above the constitutions, laws and statutes of this state or our nation.

We do pray that we be accorded argument upon the appeal of the Montauk Friends of Olmsted Parks Corporation as a matter of right and seek a judgment of this court which will remand this matter to the court of the Honorable Robert Webster Oliver, J.S.C., for further process of law and a full and fair trial.

Robert A. Ficalora, pro se acting supervisor and assignee MFOP/Montauk Trustee Corp

Cc: Cahn, Wishod & Knauer, Esqs.(Town)

Esseks, Hefter and Angel, Esqs.(Sunbeach)

Attorney General c/o Solicitor General, Dept. of Law, The Capitol, Albany

Enclosures (court only):

· Jurisdiction Statement (1) upon CPLR § 5601(b)(2) w/notice of appeal and attachments

· Jurisdiction Statement (2) upon CPLR § 5601(b)(1) w/notice of appeal and attachments

· Record on Appeal, Robert A. Ficalora as asjgnee of Montauk Friends of Olmsted Parks., inc. &c. v. the town board government of East Hampton and Sunbeach Montauk II, inc. Suffolk index number 98-14806.

· Appellant's brief, 8/30/1999

· Defendant Town's reply, 11/2/1999

· Appellant's answer

· Your inquiry of 21 Feb 2001

These and other documents are also available at www.montauk.com.

Letters of Offer

for Classified Civil Service Positions (non-union)

A sample Classified Civil Service (CCS) letter of offer is attached; however, alternative letters may be used if they have been carefully evaluated for adherence to the letter of offer standards set by the Office of Human Resources, Consulting Services, (614) 292-2800. The essential components of every offer letter are listed below.

q Position Title

q Employing Department

q Terms of appointment

- Full time regular

- Part time (%) regular

- Full time specials

- Part time (%) specials

q Start Date

q Compensation

- Rate of pay

- Frequency of pay

- Date of first pay

q Benefits

- Rate of pay

- Frequency of pay

- Date of first pay

Letters of offer should be sent to each candidate on your department/unit letterhead and the following statement must be included in all letters of offer:

The Ohio State University is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon such verification.

Please note that in the sample letter a number of optional phrases have been included. These have been italicized and it is up to your discretion to either include the information or omit the information as appropriate. For example, in the CCS letter of offer there is space to put specific information about your department. Also note that the offer letter asks the applicant to sign the bottom indicating acceptance.

Clearly important to any letter of offer are those comments that personalize the offer, provide additional information in response to questions by the candidate, and communicate enthusiasm regarding the possibility of the candidate joining the Ohio State staff. The warmth generated in your letter will positively impact the candidate’s impression of Ohio State and your department.

Language in letters of offer may create a contract. Because of this, letters should not include the following:

1. References to permanent employment, termination for just cause, specific expectations of performance, or salary increases.

2. Specific causes for termination or dismissal.

Required Enclosures

q Ohio Ethics Law and Related Statues booklet and acknowledgement form (See Additional Required Forms on the Letter of Offer home page)

q Employment Eligibility Verification – Form I-9 (See Additional Required Forms on the Letter of Offer home page)

q Declaration Regarding Material Assistance to Terrorist Organizations (DMA) form

Terrorist Exclusion List

{Date}

Dear {name}:

I am pleased to offer you the position of {title} within the {department} at The Ohio State University. The offered position is {full-time/part-time} beginning on {date}, at a {salary/pay rate} of {$$$}. You will be paid {bi-weekly/monthly}.

Enclosed is a packet of information describing the outstanding benefits at The Ohio State University. Beginning your first day of employment, you are eligible for many of these benefit programs. In the early stages of your employment, you will receive additional benefits information. As a new employee of The Ohio State University, you are strongly encouraged to sign up for Direct Deposit with a financial institution of your choosing.

The position offered is within the Classified Civil Service. Accordingly, The Ohio State University’s classification plan, rules, and procedures as well as the law of the State of Ohio regarding the Classified Civil Service govern your employment. The Ohio State Office of Human Resources Web site (http://hr.osu.edu) contains the university’s human resource policies, including rules for Classified Civil Service employees. Please familiarize yourself with these.

The Ohio State University is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon verification of identity and eligibility to be employed in the United States. Please consult with {name} for further information regarding this requirement.

Ohio State faculty and staff are covered by the Ohio Ethics Law for public officials and state employees, and accordingly must receive and acknowledge a copy of this legislation which is enclosed. Please acknowledge receipt.

In addition, according to the Ohio Revised Code (ORC), sections 2909.32, 2909.33 and 2909.34, new employees must receive a copy of the Terrorist Exclusion List (TEL) and complete a Declaration Regarding Material Assistance/Non-assistance to Terrorist Organizations (DMA) form. Please submit a completed DMA form prior to your first day of employment.

[Paragraph about Ohio State Department if desired.]

You may indicate acceptance of this position by signing below and returning a signed copy of this letter to me at the above address. I would appreciate receiving a response to this offer by {date}. Please feel free to call me if you have any questions about the department, the university, or the terms of this offer. Welcome to The Ohio State University. We are delighted to have you join the university and I look forward to working with you.

Sincerely,

{Name and Title}

Enclosures

cc: Department Fiscal Officer

I acknowledge receipt of this letter and I accept the position offered

Signature _____________________ Date _____________________

LETTER OF OFFER (Template)

Casual / Hourly Paid Personnel

IMPORTANT NOTICE!

The information contained in this GUIDE should be read thoroughly before proceeding to complete this template .

This template is intended to provide a guideline of necessary information which must be included in all offers.

DATE: (Date of offer)

ADDRESS:

TO: (Candidate)

I am very pleased to offer you the position of (position). The terms of the offer are as follows. [Note: where immigration documents such as a Student and or Employment Authorization are required, the offer should be made conditional upon the candidate obtaining these documents (Section 2.6 – Conditional offers)].

CLASSIFICATION & STATUS (Sections 1.2, 2.8 & 2.9):

1. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment for the period (Month, date, year) to (Month, date, year).

OR

2. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment for up to (number of weeks/months/years) in duration,

OR

3. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment of unknown duration.

SALARY (Section 4):

The rate offered is ($ hour). Continuation of this agreement is dependent upon satisfactory performance and the availability of funding.

BENEFITS (Sections 5 & 6):

The mandatory benefits that you are covered under include Employment Insurance [EI] and the Canada Pension Plan [CPP]. Deductions for EI and CPP are made in accordance with the terms of these plans.

Vacation pay will be paid on each cheque.

There are no Optional Fringe Benefit Plans associated with this position and no sick leave entitlement is provided for.

DUTIES (Section 2.11):

In summary, your duties will be as follows:

OTHER CONDITIONS

(Section 3):

1. The hours of this position are: _______ a.m. to _______ p.m. on (list the days of the week). This period includes a (#) minute, unpaid lunch break. You will be given one week written notice of any change in this schedule.

OR

2. The hours of work for this position will vary. You will be given a minimum of one week written notice of your schedule.

AND (Section 8)

All work shall be conducted in accordance with University Safety Policies and Procedures and statutes pertaining to health, safety and environment.

AND (Section 2.13)

Notwithstanding the terms of this contract as referred to in this letter, this contract may be terminated by giving notice of discharge as specified in the Labor Standards Act. The length of notice given is dependent on the duration of service. You will be expected to give as much notice as possible when terminating, but in any event will be expected to give not less than (fourteen) days notice. Notwithstanding the above, the contract can be terminated immediately for just cause.

AND

This position is not in scope of any bargaining unit.

AND (Section 2.5)

As a condition of this contract you are required to sign a “Memorandum of Agreement “ regarding intellectual property.

AND (Section 2.6)

[Note: Where the possession of appropriate legal qualifications, professional designation, or license is required, this should be included in this section.]

(Sections 2.6, 2.7)

THIS APPOINTMENT HAS BEEN AUTHORIZED BY: (Principal Investigator) on (month, day, year).

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ACCEPTANCE:

This offer is intended to contain the significant terms of the position offered. To signify acceptance of this offer, please sign the statement of acceptance below. [Note: Refer to Section 11.5 of this GUIDE to ensure that all required documentation is forwarded to the Human Resources Division within the designated deadlines in order to avoid any delays in processing or payment.]

I ACCEPT THIS POSITION AS DESCRIBED ABOVE.

Date: Signature of Candidate

cc: Human Resources Division