Creating a Business Letter Business Technology Applications Types

Creating a Business Letter Business Technology Applications

Types of Letters Personal—Business Letter p A personal-business letter is a letter that is sent from an individual to a person or business/organization. Business Letter p A business letter is sent from a business or organization to another or to an individual.

What is a Business Letter? p Why write one? n n n Written dispute Written to give information to serve as evidence in cases of to build goodwill to remember facts because they are convenient To Whom is one written? p What should be in one? p What is proper format? p 4

What are the types of Business Letters? Formal Business p May or May not be typed on Letterhead Already contains your return address p You don’t retype it p 5

What are the Required Parts of a Business Letter? p p p p p Letterhead or Heading Dateline Inside Address Salutation Body Complimentary Closing Signature Typists Initials Optional: n n Enclosure Attachment 6

What’s in The Heading (your information) Single Spaced – followed by four lines p Always includes the date p n p As the last entry Business Letter n Your return address p n n p (no letterhead) Only abbreviation is Postal Code - NJ May include Phone#, Fax#, Email@ Date Formal Business Letter n (on letterhead) Date only 7

What is the Inside Address (addressee’s information) Person’s Name, Title p Company Name/Department p Company Address p Single Spaced p n Followed by one blank lines (Enter Key twice) 8

What is the Salutation? (a greeting) p p p Dear Mr. Sloan Dear Dr. Smith Dear Ms. Jones Gentlemen Dear Sir or Madam 9

What is the Body? (The actual letter) p Brief and to the point! n p Guideline – 3 paragraphs (at least) n n n p Strictly Business Brief Introduction Contents - What I want Conclusion and Thank you Each paragraph: n n Single Spaced Followed by one blank lines (Enter Key twice) 10

Complimentary Close Sincerely, p Yours truly, p Respectfully yours, p Followed by three lines p n (Enter Key 4 times) After printing you will sign the letter here 11

Signature p Your Full Name n p Your Title (if appropriate) n p Mrs. Regina Sikorski Computer Club Moderator Followed by one lines n (Enter Key twice) If optional parts are required 12

Optional Parts p Typist Initials n n p If your secretary typed this for you RES/js Enclosure n n If something else is in the letter or package Followed by one lines (Enter Key twice) 13

What are acceptable formats for a Business Letter? p Block n p All parts are Left Justified to the margin Modified Block n n n All parts Left aligned Heading, Close, Signature at tab position 3. 25 Indentation – choose either p p No paragraph indentation All paragraphs first line indent. 5 14

What are acceptable punctuation styles for a Business Letter? p Open n No punctuation after p Salutation or Complimentary Closing § Dear Mrs. Smith § Respectfully yours p Mixed n Punctuation after p Colon (: ) after Salutation § Dear Sir: p Comma (, ) after Complimentary Closing § Sincerely, 15

Understand that parameters can be mixed and matched – 8 Possibilities 16

Example: Block/mixed punctuation 17

Example: Modified Block/Open Punctuation 18

Letterhead 19

Major Parts of a Letter 10 Parts p Must be in order p Must know what each part does p

Major Parts of a Letter 1. Letterhead if the letter is from a business.

Letterhead Examples

Major Parts of a Letter 2. Return Address-the address of the person writing the letter.

Major Parts of a Letter 3. Dateline-Complete and current date.

Major Parts of a Letter 4. Letter Address/Inside Address-the address of the person receiving the letter.

Major Parts of a Letter 5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:

Major Parts of a Letter 6. Body-the message of the letter.

Major Parts of a Letter 7. Complimentary Close-the ending of the letter. Example: Sincerely yours,

Major Parts of a Letter 8. Handwritten Signature-the author signs the letter after it has been printed.

Major Parts of a Letter 9. Keyed Name-the authors typed name.

Major Parts of a Letter 10. Typist Initials-initials of the typist.

Major Parts of a Letterhead if the letter is from a business. 2. Return Address-the address of the person writing the letter. 3. Dateline-Complete and current date. 4. Letter Address/Inside Address-the address of the person receiving the letter. 5. Salutation-the greeting of the letter. Example: Dear Sir or Madam: 6. Body-the message of the letter. 7. Complimentary Close-the ending of the letter. Example: Sincerely yours, 8. Keyed Name-the authors typed name. 9. Handwritten Signature-the author signs the letter after it has been printed. 10. Typist Initials-initials of the typist. 1.

Formatting – 1 st Page p Top Margin – 2” p Right Margin – 1” p Left Margin – 1” p Bottom Margin - 1”

Example Letter 123 Main St Stokes, NC 28574 5/12/2009 [QS] Pactolus School 3405 Yankee Hall Road Greenville, NC 27834 [DS] Dear Mr. Jones, [DS] On October 24, 2008 we received great news regarding the. . [DS] This is great news because of. . [DS] Sincerely, [QS] Chris Young [DS] cy Parts of a letter: 1. Return Address/Letterhead 2. Dateline 3. Letter Address/Inside Address 4. Salutation 5. Body (most of paper) 6. Complimentary Close 7. Handwritten Signature 8. Keyed Name 9. Typist Initials

Notes to Remember! 1. 2. 3. The top margin is 2”, side and bottom margins are 1". Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature. Get spacing correct (QS & DS)

Example Letter 123 Main St Stokes, NC 28574 4/19/2010 [QS] Parts of a letter: School Name 3405 Yankee Hall Road Greenville, NC 27834 [DS] Dear Mr. Jones, [DS] On October 24, 2008 we received great news regarding the. . [DS] This is great news because of. . [DS] Sincerely, 1. Return Address 2. Dateline 3. Letter Address/Inside Address 4. Salutation 5. Body (most of paper) 6. Complimentary Close 7. Handwritten Signature 8. Keyed Name 9. Typist Initials [QS] Chris Young [DS] cy GREEN – You change for Project! RED – Spacing – Do not type!