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Business Letters Power Point Presentation

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The parts of a business letter.

The parts of a business letter.

Published in: Business, Real Estate

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  • Transcript

    • 1. BUSINESS LETTERS MADE SIMPLE Keyboarding
    • 2. PURPOSE
      • What do I want the reader to know?
      • What kind of business letter am I writing?
        • Letter of inquiry
        • Letter of application
        • Letter of complaint
        • Letter of regret
        • Thank you letter
    • 3. AUDIENCE
      • How well do I know them?
      • How much do they know about my subject?
      • How will they feel about my message?
      • What vocabulary will set the tone?
    • 4. FORM
      • Choose a font that is easy to read .
      • 1 to 1½ inch left and right margins.
      • 1 to 1½ inch top and bottom margins.
      • Present information
        • completely
        • concisely
        • professionally
      • Be consistent – block or modified block.
    • 5. PARTS OF A PERSONAL-BUSINESS LETTER
      • Heading
        • Writer’s complete address (Return Address)
        • Current date
      • Inside Address
        • Receiver’s complete name, title, company and address (Letter Address)
      Return Address Inside Address 1” - 1 1/2” QUAD
    • 6.
      • If you have a letterhead, you don’t need the Return Address…
      However… Garden Center 123 Pine Street Oak Ridge, NJ 07438
    • 7. PARTS OF A BUSINESS LETTER (continued)…
      • Salutation
        • Begin with Dear:
        • Use Mr. or Ms. before the receiver’s name
        • Use Dear or Attention followed by an appropriate title, such as Customer Service Department or Sales Manager.
        • Use Dear Sir or Madame or Ladies and Gentlemen . Include BOTH genders for a general audience.
    • 8. RULES OF THUMB…
        • AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES.
        • (Mr., Mrs., Ms., etc. – FL, NJ, OH)
        • PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA.
        • Mrs. G. DeGraw, President
        • PLACE A LONGER TITLE ON A SEPARATE LINE.
        • Mrs. G. DeGraw
        • Executive Director of Safety
    • 9. PARTS OF A BUSINESS LETTER (continued)…
      • Body
        • Single-space paragraphs, double-space between paragraphs.
        • Two paragraphs.
        • Avoid long phrases.
        • Avoid making business letters longer than one page.
        • Heading on Page 2.
        • Ms. Moss 2 or Ms. Moss Page 2
      Return Address Inside Address 1” - 1 1/2” QUAD DS Salutation: DS Body
    • 10. PARTS OF A BUSINESS LETTER (continued)…
      • Complimentary closing
        • Use Sincerely, Sincerely yours, or Yours truly . Capitalize only the first word; end with a comma.
      Yours truly, Very truly yours, Sincerely, Sincerely yours,
    • 11. PARTS OF A BUSINESS LETTER (continued)…
      • Signature lines
        • Leave four lines (QS) for your handwritten signature
        • Type your name and title below the signature line.
        • Type the words Enclosure(s) two lines below the typed signature.
        • Sending a copy of the letter elsewhere?
        • cc: PLUS the person or department name. This line goes beneath the enclosure line.
    • 12. PARTS OF A BUSINESS LETTER (continued)…
      • Reference initials…
        • Double spaced after the typed signature line
        • Lowercase initials
        • Examples: /ged
        • HE:ged GED
      Sincerely, Mrs. G. DeGraw Mrs. G. DeGraw, President /ged
    • 13. R E V I E W
      • PARTS OF A PERSONAL-BUSINESS LETTER:
        • Return Address (includes DATE)
        • Inside Address
        • Salutation
        • Body
        • Complimentary Close
        • Reference Initials
        • Enclosures (if any)
    • 14. 123 Pine Street Oak Ridge, NJ 07438 October 30, 2005 ABC Company 345 Spruce Street Whatever, IL 01233 Dear Mr. Brown: Insert the part of the body of the letter here. The body of the letter should tell something about what you hope to convey. It should also have a closing paragraph in it. There should be at least two sentences per paragraph. Sincerely, Mrs. DeGraw Mrs. DeGraw, Chairperson /ged Enclosure Return Address Inside Address Salutation Body Complimentary Close Reference Initials Enclosure(s)
    • 15. BLOCK versus MODIFIED BLOCK
      • BLOCK
      • All parts of the letter begin at the left margin.
      • Paragraphs are NOT indented.
      • MODIFIED BLOCK
      • The heading and complimentary close begin at the center of the page.
      • Paragraphs ARE indented.