Creating a Business Letter Computer Applications What is
Creating a Business Letter Computer Applications
What is a Business Letter? Why write one? n To Whom is one written? n What should be in one? n What is proper format? n 2
What are the types of Business Letters? n Personal Business Not on Letterhead n Contains your typed Return Address n n Formal Business Typed on Letterhead n • Already contains your return address • You don’t retype it 3
What are the Required Parts of a Business Letter? n n n n Heading Inside Address Salutation Body Complimentary Closing Signature Optional: n n n Enclosure Typists Initials Let’s look at a sample 4
What’s in The Heading (your information) n n Single Spaced – followed by four lines Always includes the date n n As the last entry Personal Business Letter n (no letterhead) Your return address • Only abbreviation is Postal Code - NJ n n n May include Phone#, Fax#, Email@ Date Formal Business Letter n (on letterhead) Date only The Sample 5
What is the Inside Address (addressee’s information) Person’s Name, Title n Company Name/Department n Company Address n Single Spaced n n Followed by one blank lines (Enter Key twice) The Sample 6
What is the Salutation? (a greeting) n n n Dear Mr. Soandso Dear Dr. Smith Dear Ms. Jones To Whom it May Concern Dear Sir or Madam The Sample 7
What is the Body? (The actual letter) n Brief and to the point! n n Guideline – 3 paragraphs n n 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) The Sample 8
Complimentary Close Sincerely, n Yours truly, n Respectfully yours, n Followed by three lines n n (Enter Key 4 times) After printing you will sign the letter here The Sample 9
Signature n Your Full Name n n Your Title (if appropriate) n n Mrs. Regina Sikorski Computer Club Moderator Followed by one lines n (Enter Key twice) If optional parts are required The Sample 10
Optional Parts n Typist Initials If your secretary typed this for you n RES/js n n Enclosure If something else is in the letter or package n Followed by one lines (Enter Key twice) n The Sample 11
What is the spacing for a Business Letter? All Parts are Single Spaced n Skip a line (Enter key twice) after most Parts and Paragraphs n Skip 3 Lines (Enter key 4 times) after: n Heading n Complimentary Closing n The Sample 12
What are acceptable formats for a Business Letter? n Block n n All parts are Left Justified to the margin Modified Block n n n All parts Left Justified Heading, Close, Signature at tab position 3 Indentation – choose either • No paragraph indentation • All paragraphs first line indent. 5 Different Samples 13
What are acceptable punctuation styles for a Business Letter? n Open n No punctuation after • Salutation or Complimentary Closing • Dear Mrs. Smith • Respectfully yours n Mixed n Punctuation after • Colon (: ) after Salutation • Dear Sir: • Comma (, ) after Complimentary Closing • Sincerely, Different Samples 14
Understand that parameters can be mixed and matched – 8 Possibilities 15
Let’s Do It? Letter to Ms. Wong n Modified Letter to Ms. Wong n Your Corporate Letter to Send Different Samples n 16
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