Writing Business Letters

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  • So your recipient can get back to you. Name’s in the closing.
  • The sender’s address.
  • Writing Business Letters

    1. 1. Business Letters What They Are & How to Write Them
    2. 2. People Still Write Letters? • “Business letters” are really just formal communications sent by snail mail.
    3. 3. Why Bother? • Everyday people write business letters to: – share ideas – promote products or events – complain to / support a public official or business – ask for help – contact organizations – gain internships – help solve problems – express thanks – introduce oneself – recommend – formalize something – request
    4. 4. Organizing & Writing Business Letters
    5. 5. Looks Matter And, while these people may have style or swag,
    6. 6. These folks look better. Their appearance meets the accepted standard.
    7. 7. Business Letters In-style • Follow the age-old, established format. • Use formal language. • Be short and precise. • Your purpose should be clear and to- the-point. • Pay attention to punctuation, spacing, spelling, and grammar.
    8. 8. Business Letters In-style Cont’d • Use plain, white, 8 ½ by 11 paper. • Arial and Times New Roman are appropriate fonts to use. – No matter how nice you think Comic Sans looks! • Use 10-12 point font. • When mailing, be sure to trifold your letter before putting it in the envelope.
    9. 9. Anatomy of a Business Letter
    10. 10. Parts of a Business Letter (in order from top to bottom) 1. Heading – Sender’s address – Date – Inside address/ Recipient’s address 2. Salutation 3. Body 4. Closing 5. Signature 6. Initials, Enclosures, Copies Everything is LEFT justified!
    11. 11. • Hint, you’re the sender. • If I’m sending it, why do I include my address? • What should it look like? 123 Main St. <- but use your street West Seneca, NY 14224 <- but use your city • Why is my name missing? Sender’s Address
    12. 12. • Used to indicated the date the letter was written. • What should it look like? September 10, 2014 <- but use your date Date
    13. 13. • This is the recipient’s address • Include a name • Include that individual’s title (Mr., Mrs., Ms., Dr., Honorable, Senator) • What should it look like? Mrs. Skotnicki <- left-justify every line 3330 Seneca St. West Seneca, NY 14224 Inside Address
    14. 14. • Do not address the person by their first name (Dear Lucy). • What does this look like? Dear Mrs. Skotnicki: <- notice the colon • However, if you do not know the gender of the recipient, use their first and last names. Dear Chris Whittaker: Salutation (the greeting)
    15. 15. • Single space your letter. • Left justify every paragraph. Do not indent! • Separate paragraphs with a single blank line. (Microsoft Word does this automatically.) The Body: Formatting
    16. 16. • The first paragraph – Be friendly. Introduce yourself. – Be concise and get right to your main point. – Clearly establish your purpose for writing. • The second paragraph – Justify the importance of your main point. • The third+ paragraph(s) – Continue justification of your main point with background information and supporting details. • The closing paragraph – Restate the purpose of the letter and (if necessary) request some kind of action. The Body: Content
    17. 17. • Separate from the last body paragraph with one blank line. • Capitalize the first letter and leave four blank lines between the closing and your name. • What does this look like? Sincerely, <- 4 blank lines <- your signature here Joe Student Closing
    18. 18. Enclosures • If you’re sending something with your letter (a resume, a brochure, etc.), be sure to point it out professionally. • Skip a line after your name and type the word “Enclosure” or “Encl.” before the name of your attachment. • What does this look like? Jane Doe Encl. Traffic Light Diagrams
    19. 19. Copies • If you’re sending your letter to more than one person, you must make them aware. (Think “cc” on an e-mail.) • What does this look like? Jane Doe Encl. Traffic Light Diagrams cc: Mr. Brinker, Principal
    20. 20. The Business Letter: A Visual What’s missing from this image?
    21. 21. • Sebranek, Patrick, Dave Kemper, and Verne Meyer. Writer’s Inc: A Student Handbook for Writing and Learning. Wilmington, Massachusetts: Write Source. 2001. Print. • "Writing The Basic Business Letter." Purdue OWL: Basic Business Letters. Purdue University. Web. 27 Aug. 2013. Sources

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