Business Letters Power Point Presentation

BUSINESS LETTERS MADE SIMPLE Keyboarding

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

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?

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.

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

If you have a letterhead, you don’t need the Return Address…
However… Garden Center 123 Pine Street Oak Ridge, NJ 07438

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.

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

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

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,

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.

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

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)

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)

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.

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Business Letters Power Point Presentation

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