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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… - PowerPoint PPT Presentation
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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 …
Reasons for writing letters
Requests
• Could you possibly?
• I would be grateful if you could…
Reasons for writing letters
Agreeing to Requests
• I would be delighted to …
Reasons for writing letters
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¶¶
ReviewFill out the worksheet to help you remember the previous information
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.¶¶
ReviewFill out the worksheet to help you remember the previous information
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
QUIZ
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?
a) 2
b) 3
c) 4
d) 5
5. Which Style of Letter
a) Block Style
b) Modified Block Style
c) Modified Block with Indented Paragraphs
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
6. Which Style of Punctuation
a) Open Punctuation
b) Mixed Punctuation
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
7. Which Style of Letter
a) Block Style
b) Modified Block Style
c) Modified Block with Indented Paragraphs
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
8. Which Style of Punctuation
a) Open Punctuation
b) Mixed Punctuation
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
9. Which Style of Letter
a) Block Style
b) Modified Block Style
c) Modified Block with Indented Paragraphs
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
10. Which Style of Punctuation
a) Open Punctuation
b) Mixed Punctuation
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