BUSINESS LETTERS Mr. Tees. Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to

BUSINESS LETTERS

Mr. Tees

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

Step 1 - Typed Heading

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

•Press Enter

34 Chatley Avenue Seattle, WA 98765

Step 2 - Date

•Immediately under the heading

•Type today’s date

•Then press Enter 4 times

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

Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 61611

Step 4 – Salutation or Greeting

•After the Inside Address and a double space

•Type the Salutation or Greeting

•Press Enter 2 times

Mr. Fred FlintstoneSales Manager Cheese Specialists Inc.

456 Rubble Road Rockville, IL 61611

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


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


Sincerely,

Part 7 – Writer’s Identification

•Make sure there are 4 enters after the Complimentary Close

•Type the Writer’s Identification including position

•Press Enter twice

Sincerely,

Kenneth Beare

Director of Ken's Cheese House

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 writer’s identification

Enclosure: Invoice

ReviewFill out the worksheet to help you remember the previous information

1. Typed heading

2. Date3. 4 enters4. Inside

Address5. 2 enters

34 Chatley AvenueSeattle, WA 98765 February 30, 2020

Mr. Fred FlintstoneSales ManagerCheese Specialists Inc.456 Rubble RoadRockville, IL 616111


6. Salutation7. 2 enters8. Body9. 2 enters10.Body11.2 enters12.Body13.2 enters






14. Complimentary Close

15.4 enters16.Writers Signature17.Writers

Information18.2 enters19.Notation

Sincerely,

Kenneth Beare


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

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Mr. Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL 61611





Sincerely,

Kenneth Beare


Enclosure: Invoice

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

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Mr. Fred Flintstone

Sales Manager


456 Rubble Road

Rockville, IL 61611

Dear Mr. Flintstone




Sincerely

Kenneth Beare


Enclosure: Invoice

Modified Block with Indented Paragraphs

•Modified Block Style with Indented Paragraphs and Open 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

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Mr. Fred Flintstone

Sales Manager


456 Rubble Road

Rockville, IL

Dear Mr. Flintstone




Sincerely

Kenneth Beare


Enclosure: Invoice

Documents

BUSINESS LETTERS Mr. Tees. Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to