Lecture 05 writing a business letter

Creating a Business Letter

Presented by:Dr. Akhlas Ahmed

Lecture # 05Preston University

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What is a Business Letter? Why write one?

Written to give information Written to serve as evidence in cases of

dispute Written to build goodwill Written to remember facts Written because they are convenient

To Whom is one written? What should be in one? What is proper format?

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What are the types of Business Letters?

Formal Business May or May not be typed on

Letterhead Letterhead

Already contains your return address You don’t need to retype it. You may write if want to send letter on blank paper.

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What are the Required Parts of a Business Letter?

Letterhead or Heading Dateline Inside Address Salutation Body Complimentary Closing Signature Typists Initials Optional:

Enclosure Attachment

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What’s in The Heading (your information)

Single Spaced – followed by four lines Always includes the date

As the last entry Business Letter (no letterhead)

Your return address Only abbreviation is Postal Code - NJ

May include Phone#, Fax#, Email@ Date

Formal Business Letter (on letterhead) Date only

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What is the Inside Address (addressee’s information)

Person’s Name, Title Company Name/Department Company Address Single Spaced

Followed by one blank lines (Enter Key twice)

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What is the Salutation? (a greeting)

Dear Mr. Sloan Dear Dr. Smith Dear Ms. Jones Gentlemen Dear Sir or Madam

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What is the Body? (The actual letter)

Brief and to the point! Strictly Business

Guideline – 3 paragraphs (at least) Brief Introduction Contents - What I want Conclusion and Thank you

Each paragraph: Single Spaced Followed by one blank lines (Enter Key twice)

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Complimentary Close

Sincerely, Yours truly, Respectfully yours, Followed by three lines (Enter Key 4 times)

After printing you will sign the letter here

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Signature Your Full Name

Mrs. Regina Sikorski Your Title (if appropriate)

Computer Club Moderator Followed by one lines (Enter Key twice)

If optional parts are required

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Optional Parts

Typist Initials If your secretary typed this for you RES/js

Enclosure If something else is in the letter or

package Followed by one lines (Enter Key twice)

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What are acceptable formats for a Business Letter?

Block All parts are Left Justified to the margin

Modified Block All parts Left aligned Heading, Close, Signature at

tab position 3.25 Indentation – choose either

No paragraph indentation All paragraphs first line indent .5

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What are acceptable punctuation styles for a Business Letter?

Open No punctuation after

Salutation or Complimentary Closing Dear Mrs. Smith Respectfully yours

Mixed Punctuation after

Colon (:) after Salutation Dear Sir:

Comma (,) after Complimentary Closing Sincerely,

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Understand that parameters can be mixed and matched –8 Possibilities

Personal vs. Formal Format Style Punctuation Style

MixedBlock

OpenPersonal Business

MixedModified

OpenLetter

MixedBlock

OpenFormal Business

MixedModified

Open

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Software Connections

1551 Riverwalk Pensacola, FL 32507 (904) 555-4422

November 3, 2009 Mrs. Edith Neal Pensacola High School 719 Vista Boulevard Pensacola, FL 32501 Dear Mrs. Neal: Are you and your business students in a midyear slump? Do your classes need energizing? Software Connection has the solution to your problem. On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for local schools. Students will have an opportunity for hands-on experience with the latest business software. Professional programmers will be available to answer technical and career questions. Drawings for free software will be held every hour—and a free lunch will be served to all seminar guests. Make plans now to attend. Simply indicate on the enclosed postage-free card how many students you will be bringing, and mail it by November 6. We will do the rest! Sincerely, Erin Higgins President sls Enclosure

Example: Block/mixed punctuation

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Example: Modified Block/Open Punctuation

Software Connections

1551 Riverwalk Pensacola, FL 32507 (904) 555-4422

November 3, 2009 Mrs. Edith Neal Pensacola High School 719 Vista Boulevard Pensacola, FL 32501 Dear Mrs. Neal Are you and your business students in a midyear slump? Do your classes need energizing? Software Connection has the solution to your problem. On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for local schools. Students will have an opportunity for hands-on experience with the latest business software. Professional programmers will be available to answer technical and career questions. Drawings for free software will be held every hour—and a free lunch will be served to all seminar guests. Make plans now to attend. Simply indicate on the enclosed postage-free card how many students you will be bringing, and mail it by November 6. We will do the rest! Sincerely Erin Higgins President sls Enclosure

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Letterhead

Software Connections

1551 Riverwalk Pensacola, FL 32507 (904) 555-4422

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Thanks