Business Letters

Ms. Tidwell

Why do we need to write business letters?

• The key to communication• Business to Business• Individual to Business• Business to Individual

• Accomplish a goal• Earn a business’ respect• Get what we want!

Reasons for writing letters

• I am writing to…

• inquire about …

• apologize for …

Requests

• Could you possibly?

• I would be grateful if you could…

Agreeing to Requests

• I would be delighted to …

Giving Bad News

• Unfortunately …

• I am afraid that …

Step 1 – Letterhead orTyped Heading

Company Letterhead• Includes logo, slogan, or

other identifying items• Address, phone number,

and other contact information

• Use a 2 inch top margin and 1 inch side margins

Typed Heading• Consists of a typed

return address• Should also include the

name of the sender• Email, phone, etc.• Use a 1 inch top margin

and 1 inch side margins

Open a new document and create a typed heading now.

Step 1 - Typed Heading• Type your name and press Enter• Type the address below

(Notice the format of the address. You should ALWAYS format addresses like this.)

• Press Enter

Student Name¶Ken's Cheese House ¶34 Chatley Avenue ¶Seattle, WA 98765 ¶

Step 2 - Date

• Immediately under the heading

• Type today’s date• Then press Enter

4 times

Student Name¶Ken's Cheese House¶ 34 Chatley Avenue ¶Seattle, WA 98765 ¶February 30, 2020 ¶¶¶¶

Step 3 – Inside Address

• Inside Address is who the letter is TO

• Type the name and address of the person the letter is to

• Include position and company name

• Press Enter twice (DS)

February 30, 2020 ¶¶¶¶Fred Flintstone ¶Sales Manager ¶Cheese Specialists Inc. ¶456 Rubble Road ¶Rockville, IL ¶¶

Step 4 – Salutation or Greeting

• After the Inside Address and a double space

• Type the Salutation or Greeting

• Press Enter 2 times

Fred Flintstone¶Sales Manager ¶Cheese Specialists Inc. ¶ 456 Rubble Road ¶ Rockville, IL ¶

¶Dear Mr. Flintstone: ¶¶

Step 5 - Body

• After the Salutation and a double space

• Type the body of the letter

• Double Space between paragraphs

• Double Space at the end

Dear Mr. Flintstone:¶ ¶With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 ¶¶The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ ¶Please contact us again if we can help in any way. ¶¶

Dear Mr. Flintstone:¶ ¶With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856. ¶¶The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ ¶Please contact us again if we can help in any way. ¶¶

Part 6 – Complimentary Close

• Type the Complimentary Close

• Press Enter 4 times• The writers

signature goes here

Please contact us again if we can help in any way. ¶¶Yours Sincerely,¶¶¶¶

Part 7 – Writer’s Identification

• Make sure there are 4 spaces after the Complimentary Close

• Type the Writer’s Identification including position

• Press Enter twice

Yours sincerely, ¶¶¶¶

Student Name¶Director of Ken's Cheese House ¶ ¶

Part 8 – Reference Initials

• Type reference initials

• Reference initials are the initials of the person typing the letter.

• They are always lower case

Kenneth Beare ¶Director of Ken's Cheese House ¶ ¶si¶¶

Part 9 – Notation (optional)

• Notations include who copies are being sent to or other items enclosed in the letter.

• Notations are a double space below the reference initials

Cheese House ¶ ¶si¶¶Enclosure: Invoice

ReviewFill out the worksheet to help you remember the previous information

1. Typed heading2. Date3. 4 spaces4. Inside Address5. 2 spaces

Student Name¶Ken's Cheese House¶ 34 Chatley Avenue¶Seattle, WA 98765 ¶ February 30, 2020 ¶¶ ¶¶ Fred Flintstone¶Sales Manager¶Cheese Specialists Inc.¶456 Rubble Road¶Rockville, IL¶¶

6. Salutation7. 2 spaces8. Body9. 2 spaces10.Body11.2 spaces12.Body13.2 spaces

¶Dear Mr Flintstone:¶¶With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.¶¶The order will be shipped within three days via UPS and should arrive at your store in about 10 days.¶¶Please contact us again if we can help in any way.¶¶

14. Complimentary Close15. 4 spaces16. Writers Signature17. Writers Identification18. 2 spaces19. Reference Initials20. 2 spaces21. Notation

¶Yours sincerely,¶¶¶¶Kenneth Beare¶Director of Ken's Cheese House¶¶si¶¶Enclosure: Invoice¶

Styles of Letters

• Block Style

• Modified Block Style

• Modified Block with Indented Paragraph

Punctuation Styles

• Open Punctuation – NO punctuation after the salutation or complimentary close

• Mixed Punctuation - has a colon after the salutation (never a comma) and a comma after the complementary close.

• These are the only two parts of a letter that are affected

by the punctuation styles.• Commas after the salutation are used only in strictly

personal letters.

Block Style

• Block Style with mixed punctuation

• Block Style: • All letter parts are aligned

on the left margin• Mixed Punctuation:

• Colon follows the salutation• Comma follows the

Complimentary close

Student NameKen's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si

Modified Block Style• Modified Block Style with

Open Punctuation• Modified Block Style:

• Date, complimentary close, and signature block start at the center of the page

• All other parts are aligned on the left margin

• Open Punctuation:• NO punctuation after the

salutation or the complimentary close

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

Modified Block with Indented Paragraphs

• Modified Block Style with Indented Paragraphs and Mixed Punctuation

• Modified Block Style: • Date and complimentary

close, and signature block start at center of the page

• All other parts are aligned on the left margin

• Open Punctuation:• NO punctuation after the

salutation or the complimentary close

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should

arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

1. What should be at the top of a business letter, before the date?

a) Salutation

b) Greeting

c) Typed Heading

d) Reference Initials

2. What is the main text of the letter called?

a) Notation

b) Subject Line

c) Body

d) Writers Identification

3. The lower case initials at the end of the letter are

a) An acronym

b) The initials of the person who the letter is from

c) The initials of the person the letter is to

d) The initials of the person who typed the letter

4. How many spaces should be after the Complimentary Close?

5. Which Style of Letter

a) Block Style

b) Modified Block Style

c) Modified Block with Indented Paragraphs

6. Which Style of Punctuation

a) Open Punctuation

b) Mixed Punctuation

a) Block Style

Student NameKen's Cheese House 34 Chatley Avenue Seattle, WA 98765

February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

a) Open Punctuation

February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

a) Block Style

February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone

a) Open Punctuation

February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone

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