Business Writing What are the advantages to writing

Business Writing What are the advantages to writing a good letter? 1. 2. 3. 4. 5. It gives you time to think about, organize, and edit what you want to say. It gives you the ability to communicate a specific message. Provides both the sender and the receiver with a copy of important details: An official record. Is more likely to be taken seriously than spoken word. Can be sent to a multitude of people.

Topics to explore: Ø Business Letter Ø Letter of Application Ø Letter of Recommendation Ø Letter of Complaint Ø Thank You Letter—Follow up Ø Memo/Email Ø Announcement Ø Resume

The Big Picture • Business writing is the process of sharing work-related information on a standardized format (letter, resume, memo, etc. . ). The writer must know why he or she is writing (specific message) and how the writing should be presented (correct form).

6 characteristics that all business letters share: 1. 2. 3. 4. 5. 6. Starting Point: reason for contact Purpose: discuss, announce, clarify, confirm Form: semi-block or block, memo etc… Audience: who are you speaking to? Voice: direct and sincere Point of View: person to person (I) general or group discussion (he she they)

Form of the Business Letter A letter must be professional and look professional. The two formats for writing business letters are the following: • • Semi-Block Full Block Additional items to keep in mind when setting up your letter: v v Use margins left and right, top and bottom, from 1 to 1. 5 inches. Center the letter vertically, from top to bottom.

The 7 parts of a business letter 1. 2. 3. 4. 5. 6. 7. Heading Inside address Salutation Body Complimentary closing Signature Enclosure: when needed

The Heading v. The heading gives the writer’s complete address with the date of application. v This would be your address!

The Inside Address v. Gives the reader’s name and address. v If you’re not sure who to address or how to spell a person’s name, you could call the company for the information. v If the person’s title is a single word, place it after the name and a comma. A longer title goes on a separate line.

The Salutation v. Begins with Dear and ends with a colon, NOT a comma! v Do not guess to whom you should address your letter to! v Use Mr. or MS. Plus the person’s last name, unless you are well acquainted. v If you can’t get the person’s name, replace the salutation with Dear or Attention: or an appropriate title for the reader: Sales Manager, To Whom it May Concern: etc…NEVER use Dear Sir or Gentlemen.

The Body v The body should consist of single-spaced paragraphs with double-spacing between paragraphs. v DO NOT INDENT THE PARAGRAPHS!

Complimentary Closing v For the closing use Sincerely, Yours truly, Thank you…followed by a comma. v. Capitalize only the first word.

Signature v The signature includes the writer’s handwritten name plus the typed name. v If a document (brochure, form, copy, etc. . ) is enclosed with the letter, the word Enclosure or Encl. appears below the initials. v If you send more than one copy of the letter out, type the letters cc: plus the person’s or department’s name beneath the enclosure line.

Spacing within a letter v. After the Heading: 4 spaces v. After the Inside Add. : 2 spaces v. After the Salutation: 2 spaces v. Between the paragraphs: 1 space EXCEPT for the final paragraph where you skip 2 spaces (before closing) v. After Closing (between closing and sign. ) skip 4 spaces.