Business Letters Writing a Business Letter Definition The
![Business Letters Writing a Business Letter Business Letters Writing a Business Letter](https://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-1.jpg)
Business Letters Writing a Business Letter
![Definition • The business letter is the basic means of communication between two companies. Definition • The business letter is the basic means of communication between two companies.](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-2.jpg)
Definition • The business letter is the basic means of communication between two companies. • Most business letters have a formal tone.
![What is a Personal Business Letter? • Is a letter written from a person What is a Personal Business Letter? • Is a letter written from a person](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-3.jpg)
What is a Personal Business Letter? • Is a letter written from a person to a company • Can be used for any purpose that requires written communication from an individual to a company • Such as: – To accompany returned goods – Complaint letter – Thank you letter – Résumé cover letter
![Purpose • You will write business letters to inform readers of specific information. • Purpose • You will write business letters to inform readers of specific information. •](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-4.jpg)
Purpose • You will write business letters to inform readers of specific information. • However, you might also write a business letter to persuade others to take action. • Business letters even function as advertisements.
![Parts of a Business Letter • Date Line: current date written out as month, Parts of a Business Letter • Date Line: current date written out as month,](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-5.jpg)
Parts of a Business Letter • Date Line: current date written out as month, day, and complete year • Inside Address: name and address of the business to whom you are writing • Salutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr. /Mrs. /Miss • Body: message or ‘meat’ of the letter • Complimentary Closing: letter’s goodbye – using phrases such as Yours truly and Sincerely yours • Signature: writer's handwritten signature • Writer’s Identification: writer’s typed name and address
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![Personal Business Letter Styles and Punctuation • There are three types of letter styles Personal Business Letter Styles and Punctuation • There are three types of letter styles](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-7.jpg)
Personal Business Letter Styles and Punctuation • There are three types of letter styles that are acceptable in business: – Block style – all lines in the letter begin at the left margin (no tabbing or indenting) – Modified block style – date line, complimentary closing and writer’s identification begin at midpoint – Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½” • There are two types of letter punctuation that are acceptable in business: – Mixed punctuation – there will be a colon (: ) after the salutation and a comma (, ) after the complimentary closing – Open punctuation – there will be NO punctuation after the salutation or complimentary closing
![Personal Business Letter Order and Spacing • 2” Top margin • Inside Address and Personal Business Letter Order and Spacing • 2” Top margin • Inside Address and](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-8.jpg)
Personal Business Letter Order and Spacing • 2” Top margin • Inside Address and then Date – QS (press Enter 4 times) • Salutation – DS (press Enter 2 times) • Body – SS the text within the paragraph and DS between the paragraphs • Complimentary Closing – QS • Writer’s ID (name and address)
![What are the differences between a Personal Business and Business Letter? • Writer’s company What are the differences between a Personal Business and Business Letter? • Writer’s company](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-9.jpg)
What are the differences between a Personal Business and Business Letter? • Writer’s company name and address should appear in the letterhead, so there is no need to type it again at the bottom of the letter • Writer’s business title is usually keyed under the name • Reference initials are added a DS (press Enter 2 times) after the Writer’s ID – – These initials are of the person who types the letter – Used to easily locate who typed the letter • Enclosure or Attachment notations are added a DS below the Reference Initials – This is a special section that is only added if something else is either physically attached to the letter or accompanying the letter in the same envelope
![The Seven C’s of Business Letter Writing 1. 2. 3. 4. 5. 6. 7. The Seven C’s of Business Letter Writing 1. 2. 3. 4. 5. 6. 7.](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-10.jpg)
The Seven C’s of Business Letter Writing 1. 2. 3. 4. 5. 6. 7. Clear Concise Correct Courteous Conversational Convincing Complete
![Business Letter Writing Checklist • Keep it Short – Cut needless words and needless Business Letter Writing Checklist • Keep it Short – Cut needless words and needless](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-11.jpg)
Business Letter Writing Checklist • Keep it Short – Cut needless words and needless information. – Cut stale phrases and redundant statements. • Keep it Simple – Use familiar words, short sentences and short paragraphs. – Keep your subject matter as simple as possible – Use a conversational style.
![Business Letter Writing Checklist • Keep it Strong – Use concrete words and examples Business Letter Writing Checklist • Keep it Strong – Use concrete words and examples](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-12.jpg)
Business Letter Writing Checklist • Keep it Strong – Use concrete words and examples – Keep to the subject • Keep it Sincere – Be human and as friendly as possible – Write as if you were talking to your reader
![Do’s and Don’ts of Letter Writing • STYLE: (sentence structure and vocabulary) – Do Do’s and Don’ts of Letter Writing • STYLE: (sentence structure and vocabulary) – Do](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-13.jpg)
Do’s and Don’ts of Letter Writing • STYLE: (sentence structure and vocabulary) – Do use plain English. – Do write in active voice and use short sentences when possible. – Do use everyday words and avoid technical jargon. – Do use lists to present complex materials. – Do select the words you use very carefully. – Do use a strong organizational strategy. – Don't make grammar or usage errors. – Don't use clichés or worn out phrases. – Don't use obsolete and/or pompous language because it "seems" more professional.
![Do’s and Don’ts of Letter Writing • TONE: – Do use a reader centered Do’s and Don’ts of Letter Writing • TONE: – Do use a reader centered](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-14.jpg)
Do’s and Don’ts of Letter Writing • TONE: – Do use a reader centered tone. – Do use a business like, conversational tone. – Don't be too familiar with your audience. Remember to keep some distance, this is a business relationship. – Don't use humor unless you know exactly what you are doing. What is funny to you might be an issue of the highest seriousness with other people. – Don't preach. If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message. – Don't brag. It’s good to be confident, but don't carry it to an excess.
![Persuasive Letters • The purpose of a persuasive letter is to sell your idea Persuasive Letters • The purpose of a persuasive letter is to sell your idea](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-15.jpg)
Persuasive Letters • The purpose of a persuasive letter is to sell your idea to someone. You are trying to get them to do something they may not want to do. • AIDA Formula • First paragraph A-Attention; • Second paragraph I-Interest; • Third paragraph D-Desire; • Fourth paragraph A-Action.
![Proofread Before You Print • ALWAYS proofread your letter before you print. • It Proofread Before You Print • ALWAYS proofread your letter before you print. • It](http://slidetodoc.com/presentation_image_h/da855c268e9cb016be4993c2342af465/image-16.jpg)
Proofread Before You Print • ALWAYS proofread your letter before you print. • It is also good to have someone else proofread your work. • I will count off for spelling and grammar mistakes! • Example Business Letter for Proofreading
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