Chapter 2-writing-a-business-letter

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  • 1. Writing a Business LetterWriting a Business Letter
  • 2. Overview of Letter PartsOverview of Letter Parts  LetterheadLetterhead  DatelineDateline  Letter AddressLetter Address  SalutationSalutation  BodyBody  Complimentary ClosingComplimentary Closing  Writer’s Name and TitleWriter’s Name and Title  Reference InitialsReference Initials
  • 3. LetterheadLetterhead  The letter head is the heading at theThe letter head is the heading at the top of a letter.top of a letter.  It usually consists of the name, address,It usually consists of the name, address, telephone number and fax number oftelephone number and fax number of the company.the company.  The letterhead can be typed out but itThe letterhead can be typed out but it is usually printed on the company’sis usually printed on the company’s stationerystationery
  • 4. Return AddressReturn Address 2650 Jean Way West Jordan Utah2650 Jean Way West Jordan Utah 8408484084 Phone 1 801 569 9463 Fax 1 801 784Phone 1 801 569 9463 Fax 1 801 784 67346734 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
  • 5. Return addressReturn address  Gayle McNealGayle McNeal  2650 Jean Way2650 Jean Way  West Jordan Utah 84084West Jordan Utah 84084  Phone 1 801 569 9463Phone 1 801 569 9463  September 15, 2005September 15, 2005  Xi’an International Studies UniversityXi’an International Studies University
  • 6. Date LineDate Line  The date line is used to indicate the dateThe date line is used to indicate the date the letter was written.the letter was written.  If your letter is completed over a numberIf your letter is completed over a number of days, use the date it was finished andof days, use the date it was finished and mailed.mailed.  When writing to companies within theWhen writing to companies within the United States, use the American dateUnited States, use the American date format. (The United States-basedformat. (The United States-based convention for formatting a date placesconvention for formatting a date places the month before the day. For example:the month before the day. For example: June 11, 2001. )June 11, 2001. )
  • 7. Date Line Cont.Date Line Cont.  If you are writing to England use theIf you are writing to England use the day/month/ yearday/month/ year  If you are writing to China use theIf you are writing to China use the year/month/dayyear/month/day  Depending which format you are using forDepending which format you are using for your letter, either left justify the date or centeryour letter, either left justify the date or center it horizontally. See pages 12 and 15it horizontally. See pages 12 and 15  Write out the date two inches from the top ofWrite out the date two inches from the top of the page.the page.
  • 8. Inside AddressInside Address  The inside address is the recipient’s address.The inside address is the recipient’s address.  It is always best to write to a specificIt is always best to write to a specific individual at the firm to which you areindividual at the firm to which you are writing.writing.  If you do not have the person’s name, doIf you do not have the person’s name, do some research by calling the company orsome research by calling the company or speaking with employees from the companyspeaking with employees from the company
  • 9. INSIDE ADDRESS ContINSIDE ADDRESS Cont..  Follow a woman’s preference in beingFollow a woman’s preference in being addressed as:addressed as:  Miss, Mrs., or Ms.Miss, Mrs., or Ms.  If you are unsure of a woman’s preference inIf you are unsure of a woman’s preference in being addressed, use Ms.being addressed, use Ms.  Check page 13Check page 13
  • 10. INSIDE ADDRESS ContINSIDE ADDRESS Cont  IfIf there is a possibility that the personthere is a possibility that the person to whom you are writing is a Dr. orto whom you are writing is a Dr. or has some other title, use that title.has some other title, use that title.  Usually, people will not mind beingUsually, people will not mind being addressed by a higher title than theyaddressed by a higher title than they actually possess.actually possess.
  • 11. INSIDE ADDRESS ContINSIDE ADDRESS Cont  For international addresses, type the nameFor international addresses, type the name of the country in all-capital letters on the lastof the country in all-capital letters on the last line.line.  The inside address begins two lines belowThe inside address begins two lines below the date.the date.  It should be left justified, no matter whichIt should be left justified, no matter which format you are using.format you are using.  See pages 12 and 15See pages 12 and 15
  • 12. SalutationSalutation  Use the same name as the insideUse the same name as the inside address, including the personal title.address, including the personal title.  If you know the person and typicallyIf you know the person and typically address them by their first name, it isaddress them by their first name, it is acceptable to use only the first name inacceptable to use only the first name in the salutation (i.e., Dear Lucy:).the salutation (i.e., Dear Lucy:).  In all other cases, however, use theIn all other cases, however, use the personal title and full name followed bypersonal title and full name followed by a colon.a colon.  Leave one line blank after theLeave one line blank after the salutationsalutation..
  • 13. Salutation Cont.Salutation Cont.  If you don’t know a reader’s gender,If you don’t know a reader’s gender, use a nonsexist salutation, such as "Touse a nonsexist salutation, such as "To Whom it May Concern."Whom it May Concern."  It is also acceptable to use the fullIt is also acceptable to use the full name in a salutation if you cannotname in a salutation if you cannot determine gender.determine gender.  For example, you might write DearFor example, you might write Dear Chris Harmon:Chris Harmon:
  • 14. Examples or SalutationsExamples or Salutations  Dear Personnel Director,Dear Personnel Director,  Dear Sir or Madam (use if you don't knowDear Sir or Madam (use if you don't know who you are writing to)who you are writing to)  Dear Mr., Mrs., Miss or Ms (use if youDear Mr., Mrs., Miss or Ms (use if you know who you are writing to.know who you are writing to.  VERY IMPORTANT use Ms for womenVERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss)unless asked to use Mrs. or Miss)  Dear Frank (use if the person is a closeDear Frank (use if the person is a close business contact or friend)business contact or friend)
  • 15. BodyBody  For block and modified block formats,For block and modified block formats, single space and left justify each paragraphsingle space and left justify each paragraph within the body of the letter.within the body of the letter.  See page 12See page 12  Leave a blank line between each paragraph.Leave a blank line between each paragraph.  When writing a business letter, be careful toWhen writing a business letter, be careful to remember that conciseness is veryremember that conciseness is very important.important.
  • 16. Body (Cont.)Body (Cont.)  In the first paragraph, consider a friendly openingIn the first paragraph, consider a friendly opening and then a statement of the main point.and then a statement of the main point.  The next paragraph should begin justifying theThe next paragraph should begin justifying the importance of the main point.importance of the main point.  In the next few paragraphs, continue justificationIn the next few paragraphs, continue justification with background information and supportingwith background information and supporting details.details.  The closing paragraph should restate the purposeThe closing paragraph should restate the purpose of the letter and, in some cases, request some typeof the letter and, in some cases, request some type of action.of action.
  • 17. The ReferenceThe Reference Give a reference for the reason you are writingGive a reference for the reason you are writing  With reference to your advertisement inWith reference to your advertisement in thethe Times,Times,  your letter of 23 rd March,your letter of 23 rd March,  your phone call today,your phone call today,  Thank you for your letter of March 5 thThank you for your letter of March 5 th
  • 18. The Reason for WritingThe Reason for Writing  I am writing to enquire aboutI am writing to enquire about  I am writing to apologize forI am writing to apologize for  I am writing to confirmI am writing to confirm
  • 19. RequestingRequesting  Could you possibly?Could you possibly?  I would be grateful if you couldI would be grateful if you could Agreeing to Requests •I would be delighted to
  • 20. Giving Bad News •Unfortunately •I am afraid that Enclosing Documents •I am enclosing •Please find enclosed •Enclosed you will find
  • 21. Closing RemarksClosing Remarks  Thank you for your help.Thank you for your help.  Please contact us again if we canPlease contact us again if we can help in any way.help in any way.  If there are any problems.If there are any problems.  If you have any questions.If you have any questions.
  • 22. Reference to Future ContactReference to Future Contact I look forward to ...I look forward to ... hearing from you soon.hearing from you soon. meeting you next Tuesday.meeting you next Tuesday. seeing you next Thursday.seeing you next Thursday.
  • 23. ClosingClosing  The closing begins at the sameThe closing begins at the same horizontal point as your date.horizontal point as your date.  One line after the last body paragraph.One line after the last body paragraph.  Capitalize the first word only (i.e.,Capitalize the first word only (i.e., Thank you)Thank you)  Leave four lines between the closingLeave four lines between the closing and the sender’s name for a signature.and the sender’s name for a signature.  Put your position if you would like to.Put your position if you would like to.
  • 24. Closing (Cont.)Closing (Cont.)  If a colon follows the salutation, aIf a colon follows the salutation, a comma should follow the closingcomma should follow the closing  otherwise, there is no punctuationotherwise, there is no punctuation after the closing.after the closing.
  • 25. Finish TheFinish The  Yours faithfully, (If you don't know theYours faithfully, (If you don't know the name of the person you're writing to)name of the person you're writing to)  Yours sincerely, (If you know the nameYours sincerely, (If you know the name of the person you're writing to)of the person you're writing to)  Best wishes,Best wishes,  Best regards, (If the person is a closeBest regards, (If the person is a close business contact or friend)business contact or friend)
  • 26. Typist InitialsTypist Initials  Typist initials are used to indicateTypist initials are used to indicate the person who typed the letter.the person who typed the letter.  If you typed the letter yourself,If you typed the letter yourself, omit the typist initials.omit the typist initials.  See page 15 in your bookSee page 15 in your book
  • 27. Enclosures NotationEnclosures Notation  If you have enclosed any documents along with theIf you have enclosed any documents along with the letter, such as a resume, you indicate this simplyletter, such as a resume, you indicate this simply by typing Enclosures one line below the closing.by typing Enclosures one line below the closing.  As an option, you may list the name of eachAs an option, you may list the name of each document you are including in the envelope.document you are including in the envelope.  For instance, if you have included manyFor instance, if you have included many documents and need to insure that the recipient isdocuments and need to insure that the recipient is aware of each document, it may be a good idea toaware of each document, it may be a good idea to list the names.list the names.  See page 15See page 15
  • 28. Copy NotationCopy Notation  If you are sending a copy of the letter toIf you are sending a copy of the letter to another person or company, includeanother person or company, include that information at the bottom of thethat information at the bottom of the page.page.  It should have the letters Cc in front ofIt should have the letters Cc in front of the information.the information.  See page 15 in your text book.See page 15 in your text book.
  • 29. PostscriptPostscript  The postscript is used to add anThe postscript is used to add an afterthought.afterthought.  In sales letters, it is used mainly as addedIn sales letters, it is used mainly as added punch.punch.  Use the initials PS before the message.Use the initials PS before the message.
  • 30. Overview of Letter PartsOverview of Letter Parts  LetterheadLetterhead  DatelineDateline  Letter AddressLetter Address  SalutationSalutation  BodyBody  Complimentary ClosingComplimentary Closing  Writer’s Name and TitleWriter’s Name and Title  Reference InitialsReference Initials
  • 31. FormatFormat  When writing business letters, youWhen writing business letters, you must pay special attention to the formatmust pay special attention to the format and font used.and font used.  The most common layout of a businessThe most common layout of a business letter is known as block format.letter is known as block format.  Using this format, the entire letter isUsing this format, the entire letter is left justified and single spaced exceptleft justified and single spaced except for a double space between paragraphs.for a double space between paragraphs.  See page 12See page 12
  • 32. Format Cont.Format Cont.  Another widely utilized format isAnother widely utilized format is known as modified block format.known as modified block format.  the body of the letter is leftthe body of the letter is left justified and single-spaced.justified and single-spaced.  the date and closing are inthe date and closing are in alignment in the center of thealignment in the center of the page.page.
  • 33. 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 Format Cont.
  • 34. PAGE SETUPPAGE SETUP  Leave a good margin on both sides (2-Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm)5cm) and on top and bottom (3-5cm)  Use quality paper for both your letterUse quality paper for both your letter and envelopeand envelope  Use a good printer, preferably a laserUse a good printer, preferably a laser printer, to achieve the best possibleprinter, to achieve the best possible effecteffect  Eliminate spelling and grammar errorsEliminate spelling and grammar errors
  • 35. Group ActivityGroup Activity  In a group you will write a letter.In a group you will write a letter.  You will turn the letter in at the end of classYou will turn the letter in at the end of class  Use all the parts of a letterUse all the parts of a letter  The return addressThe return address  Date lineDate line  Inside addressInside address  SalutationSalutation  Body of the letter three paragraphsBody of the letter three paragraphs  Complimentary closingComplimentary closing  SignatureSignature
  • 36. Assignment.Assignment. Use Chapter 2 as a resourceUse Chapter 2 as a resource  Write a letter to Roger Owens, President of XYZWrite a letter to Roger Owens, President of XYZ Corporation. He will be visiting your city nextCorporation. He will be visiting your city next week. In the letter invite him and his wife toweek. In the letter invite him and his wife to dinner on Thursday night. (Be sure to specify thedinner on Thursday night. (Be sure to specify the time and place of the dinner.)time and place of the dinner.)  Decide on a date, inside address, and salutationDecide on a date, inside address, and salutation  Write the body of the letterWrite the body of the letter  Use a complimentary close and sign the letter.Use a complimentary close and sign the letter.
  • 37. Assignment cont.Assignment cont.  In the first paragraph, consider a friendlyIn the first paragraph, consider a friendly opening and then a statement of the mainopening and then a statement of the main point.point.  The next paragraph should begin justifyingThe next paragraph should begin justifying the importance of the main point.the importance of the main point.  The closing paragraph should restate theThe closing paragraph should restate the purpose of the letter and, in some cases,purpose of the letter and, in some cases, request some type of action.request some type of action.
  • 38. Homework AssignmentHomework Assignment  Will be due next week.Will be due next week.  You are Roger Owens. Respond to theYou are Roger Owens. Respond to the Letter you wrote in class today. You will beLetter you wrote in class today. You will be accepting or declining the invitation.accepting or declining the invitation.  Complete the letter with all of the parts weComplete the letter with all of the parts we used in the group letter.used in the group letter.  The letter must be written or typed veryThe letter must be written or typed very neatly.neatly.  Correct all mistakes.Correct all mistakes.
  • 39. GradeGrade  You will be graded on how well you use theYou will be graded on how well you use the information from the chapter and my lecture.information from the chapter and my lecture.  Your grade will also reflect how you used theYour grade will also reflect how you used the twelve steps that you learned in last weeks lesson.twelve steps that you learned in last weeks lesson.  Any late assignments will not receive a grade.Any late assignments will not receive a grade.  If you are going to be absent send your assignmentIf you are going to be absent send your assignment with a classmate.with a classmate.
  • 40. Remember:Remember:  All papers must contain the followingAll papers must contain the following informationinformation  3-183-18 Student numberStudent number  James /Chinese nameJames /Chinese name NameName  Oct 6Oct 6 Due DateDue Date  Letter WritingLetter Writing Assignment NameAssignment Name
  • 41. Additional Helps and PracticeAdditional Helps and Practice  If you need more help you may goIf you need more help you may go to the following website.to the following website.  On this website there are 591On this website there are 591 different letters for you to read.different letters for you to read.  http://www.4hb.com/letters/index.htmlhttp://www.4hb.com/letters/index.html