Writing a Business Letter Overview of Letter Parts

Writing a Business Letter

Overview of Letter Parts n Letterhead n Dateline n Letter Address n Salutation n Body n Complimentary Closing n Writer’s Name and Title n Reference Initials

Letterhead n The letter head is the heading at the top of a letter. n It usually consists of the name, address, telephone number and fax number of the company. n The letterhead can be typed out but it is usually printed on the company’s stationery

Return Address 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 Fax 1 801 784 6734 If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address

Return address n Gayle Mc. Neal 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 n September 15, 2005 n Xi’an International Studies University n n n

Date Line The date line is used to indicate the date the letter was written. n If your letter is completed over a number of days, use the date it was finished and mailed. n When writing to companies within the United States, use the American date format. (The United Statesbased convention formatting a date places the month before the day. For example: June 11, 2001. ) n

Date Line Cont. n n If you are writing to England use the day/month/ year If you are writing to China use the year/month/day Depending which format you are using for your letter, either left justify the date or center it horizontally. See pages 12 and 15 Write out the date two inches from the top of the page.

Inside Address The inside address is the recipient’s address. n It is always best to write to a specific individual at the firm to which you are writing. n If you do not have the person’s name, do some research by calling the company or speaking with employees from the company n

INSIDE ADDRESS Cont. Follow a woman’s preference in being addressed as: n Miss, Mrs. , or Ms. n If you are unsure of a woman’s preference in being addressed, use Ms. n Check page 13 n

INSIDE ADDRESS Cont n If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. n Usually, people will not mind being addressed by a higher title than they actually possess.

INSIDE ADDRESS Cont For international addresses, type the name of the country in all-capital letters on the last line. n The inside address begins two lines below the date. n It should be left justified, no matter which format you are using. n See pages 12 and 15 n

Salutation Use the same name as the inside address, including the personal title. n If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i. e. , Dear Lucy: ). n In all other cases, however, use the personal title and full name followed by a colon. n Leave one line blank after the n

Salutation Cont. n If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern. " n It is also acceptable to use the full name in a salutation if you cannot determine gender. n For example, you might write Dear Chris Harmon:

Examples or Salutations Dear Personnel Director, n Dear Sir or Madam (use if you don't know who you are writing to) n Dear Mr. , Mrs. , Miss or Ms (use if you know who you are writing to. n VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) n Dear Frank (use if the person is a close business contact or friend) n

Body For block and modified block formats, single space and left justify each paragraph within the body of the letter. n See page 12 n Leave a blank line between each paragraph. n When writing a business letter, be careful to remember that conciseness is very important. n

Body (Cont. ) n n In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The Reference Give a reference for the reason you are writing n With reference to your advertisement in the Times, n your letter of 23 rd March, n your phone call today, n Thank you for your letter of March 5 th

The Reason for Writing n. I am writing to enquire about n I am writing to apologize for n I am writing to confirm

Requesting n Could you possibly? n I would be grateful if you could Agreeing to Requests • I would be delighted to

Giving Bad News • Unfortunately • I am afraid that Enclosing Documents • I am enclosing • Please find enclosed • Enclosed you will find

Closing Remarks n Thank you for your help. n Please contact us again if we can help in any way. n If there any problems. n If you have any questions.

Reference to Future Contact n. I look forward to. . . nhearing from you soon. nmeeting you next Tuesday. nseeing you next Thursday.

Closing n The closing begins at the same horizontal point as your date. n One line after the last body paragraph. n Capitalize the first word only (i. e. , Thank you) n Leave four lines between the closing and the sender’s name for a signature.

Closing (Cont. ) n If a colon follows the salutation, a comma should follow the closing n otherwise, there is no punctuation after the closing.

Finish The n Yours faithfully, (If you don't know the name of the person you're writing to) n Yours sincerely, (If you know the name of the person you're writing to) n Best wishes, n Best regards, (If the person is a

Typist Initials n Typist initials are used to indicate the person who typed the letter. n If you typed the letter yourself, omit the typist initials.

Enclosures Notation n n If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names. See page 15

Copy Notation n If you are sending a copy of the letter to another person or company, include that information at the bottom of the page. n It should have the letters Cc in front of the information. n See page 15 in your text book.

Postscript n The postscript is used to add an afterthought. n In sales letters, it is used mainly as added punch. n Use the initials PS before the message.

Overview of Letter Parts n Letterhead n Dateline n Letter Address n Salutation n Body n Complimentary Closing n Writer’s Name and Title n Reference Initials

Format n When writing business letters, you must pay special attention to the format and font used. n The most common layout of a business letter is known as block format. n Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Format Cont. n Another widely utilized format is known as modified block format. n the body of the letter is left justified and single-spaced. n the date and closing are in alignment in the center of the page.

Format Cont. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified. See page 15

PAGE SETUP n Leave a good margin on both sides (2 -5 cm) and on top and bottom (35 cm) n Use quality paper for both your letter and envelope n Use a good printer, preferably a laser printer, to achieve the best possible effect n Eliminate spelling and grammar

Group Activity n n n In a group you will write a letter. You will turn the letter in at the end of class Use all the parts of a letter n n n n The return address Date line Inside address Salutation Body of the letter three paragraphs Complimentary closing Signature

Assignment. Use Chapter 2 as a resource n Write a letter to Roger Owens, President of XYZ Corporation. He will be visiting your city next week. In the letter invite him and his wife to dinner on Thursday night. (Be sure to specify the time and place of the dinner. ) n Decide on a date, inside address, and salutation n Write the body of the letter n Use a complimentary close and sign the

Assignment cont. In the first paragraph, consider a friendly opening and then a statement of the main point. n The next paragraph should begin justifying the importance of the main point. n The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. n

Homework Assignment Will be due next week. n You are Roger Owens. Respond to the Letter you wrote in class today. You will be accepting or declining the invitation. n Complete the letter with all of the parts we used in the group letter. n The letter must be written or typed very neatly. n Correct all mistakes. n

Grade n n You will be graded on how well you use the information from the chapter and my lecture. Your grade will also reflect how you used the twelve steps that you learned in last weeks lesson. Any late assignments will not receive a grade. If you are going to be absent send your assignment with a classmate.

Remember: All papers must contain the following information n 3 -18 Student number n James /Chinese name Name n Oct 6 Due Date n Letter Writing Assignment Name n

Additional Helps and Practice n If you need more help you may go to the following website. n On this website there are 591 different letters for you to read. n http: //www. 4 hb. com/letters/index. html