Writing a Business Letter Slides By Rana Usman Sattar Student Of BBA(Hons) PMAS Arid Agriculture University Rawalpindi Gma...
Overview of Letter Parts   Letterhead   Dateline   Letter Address   Salutation   Body   Complimentary Closing   Wri...
Letterhead The letter head is the heading at the  top of a letter. It usually consists of the name, address,  telephone ...
Return Address        2650 Jean Way West Jordan Utah                        84084       Phone 1 801 569 9463 Fax 1 801 784...
Return address   Gayle McNeal   2650 Jean Way   West Jordan Utah 84084   Phone 1 801 569 9463   September 15, 2005  ...
Date Line The date line is used to indicate the date  the letter was written. If your letter is completed over a number ...
Date Line Cont.   If you are writing to England use the    day/month/ year   If you are writing to China use the    year...
Inside Address   The inside address is the recipient’s address.   It is always best to write to a specific    individual...
INSIDE ADDRESS Cont.   Follow a woman’s preference in being    addressed as:   Miss, Mrs., or Ms.   If you are unsure o...
INSIDE ADDRESS Cont   If there is a possibility that the person    to whom you are writing is a Dr. or    has some other ...
INSIDE ADDRESS Cont   For international addresses, type the name    of the country in all-capital letters on the last    ...
Salutation  Use the same name as the inside  address, including the personal title. If you know the person and typically...
Salutation Cont. If you don’t know a reader’s gender,  use a nonsexist salutation, such as "To  Whom it May Concern." It...
Examples or Salutations   Dear Personnel Director,   Dear Sir or Madam (use if you dont know    who you are writing to)...
Body   For block and modified block formats,    single space and left justify each paragraph    within the body of the le...
Body (Cont.)   In the first paragraph, consider a friendly opening    and then a statement of the main point.   The next...
The ReferenceGive a reference for the reason you are writing With reference to your advertisement in  the Times, your le...
The Reason for Writing I am writing to enquire about I am writing to apologize for I am writing to confirm
Requesting 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     Enclosing Documents•I am enclosing•Please find enclosed•Enclosed you wi...
Closing Remarks Thank you for your help. Please contact us again if we can  help in any way. If there are any problems....
Reference to Future Contact    I look forward to ...    hearing from you soon.    meeting you next Tuesday.    seeing ...
Closing The closing begins at the same  horizontal point as your date. One line after the last body paragraph. Capitali...
Closing (Cont.) If a colon follows the salutation, a    comma should follow the closing    otherwise, there is no punctu...
Finish The Yours faithfully, (If you dont know the  name of the person youre writing to) Yours sincerely, (If you know t...
Typist Initials Typist initials are used to indicate    the person who typed the letter.   If you typed the letter yours...
Enclosures Notation   If you have enclosed any documents along with the    letter, such as a resume, you indicate this si...
Copy Notation If you are sending a copy of the letter to  another person or company, include  that information at the bot...
Postscript   The postscript is used to add an    afterthought.   In sales letters, it is used mainly as added    punch....
Overview of Letter Parts   Letterhead   Dateline   Letter Address   Salutation   Body   Complimentary Closing   Wri...
Format When writing business letters, you  must pay special attention to the format  and font used. The most common layo...
Format Cont. Another widely utilized format is  known as modified block format. the body of the letter is left  justifie...
Format Cont.The final, and least used, style issemi-block.It is much like the modified blockstyle except that each paragra...
PAGE SETUP Leave a good margin on both sides (2-  5cm) and on top and bottom (3-5cm) Use quality paper for both your let...
Group Activity   In a group you will write a letter.   You will turn the letter in at the end of class   Use all the pa...
Assignment.Use Chapter 2 as a resource  Write a letter to Roger Owens, President of XYZ   Corporation. He will be visitin...
Assignment cont.   In the first paragraph, consider a friendly    opening and then a statement of the main    point.   T...
Homework Assignment   Will be due next week.   You are Roger Owens. Respond to the    Letter you wrote in class today. Y...
Grade   You will be graded on how well you use the    information from the chapter and my lecture.   Your grade will als...
Remember:   All papers must contain the following    information   3-18 Student number   James /Chinese name Name   Oc...
Additional Helps and Practice If you need more help you may go  to the following website. On this website there are 591 ...
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Chapter 2 writing a business letter

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Chapter 2 writing a business letter

  1. 1. Writing a Business Letter Slides By Rana Usman Sattar Student Of BBA(Hons) PMAS Arid Agriculture University Rawalpindi Gmail: ranaa.usman@gmail Facebook: usman.shan86@yahoo.com
  2. 2. Overview of Letter Parts Letterhead Dateline Letter Address Salutation Body Complimentary Closing Writer’s Name and Title Reference Initials
  3. 3. Letterhead The letter head is the heading at the top of a letter. It usually consists of the name, address, telephone number and fax number of the company. The letterhead can be typed out but it is usually printed on the company’s stationery
  4. 4. Return Address 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 Fax 1 801 784 6734If you do not have a letter head youmust write your name, address andtelephone number at the top of the pageor above the inside address
  5. 5. Return address Gayle McNeal 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 September 15, 2005 Xi’an International Studies University
  6. 6. Date Line The date line is used to indicate the date the letter was written. If your letter is completed over a number of days, use the date it was finished and mailed. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. )
  7. 7. Date Line Cont. If you are writing to England use the day/month/ year If you are writing to China use the year/month/day Depending which format you are using for your letter, either left justify the date or center it horizontally. See pages 12 and 15 Write out the date two inches from the top of the page.
  8. 8. Inside Address The inside address is the recipient’s address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person’s name, do some research by calling the company or speaking with employees from the company
  9. 9. INSIDE ADDRESS Cont. Follow a woman’s preference in being addressed as: Miss, Mrs., or Ms. If you are unsure of a woman’s preference in being addressed, use Ms. Check page 13
  10. 10. INSIDE ADDRESS Cont If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess.
  11. 11. INSIDE ADDRESS Cont For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins two lines below the date. It should be left justified, no matter which format you are using. See pages 12 and 15
  12. 12. Salutation Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:). In all other cases, however, use the personal title and full name followed by a colon. Leave one line blank after the salutation.
  13. 13. Salutation Cont. If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern." It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon:
  14. 14. Examples or Salutations Dear Personnel Director, Dear Sir or Madam (use if you dont know who you are writing to) Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to. VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) Dear Frank (use if the person is a close business contact or friend)
  15. 15. Body For block and modified block formats, single space and left justify each paragraph within the body of the letter. See page 12 Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important.
  16. 16. Body (Cont.) In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
  17. 17. The ReferenceGive a reference for the reason you are writing With reference to your advertisement in the Times, your letter of 23 rd March, your phone call today, Thank you for your letter of March 5 th
  18. 18. The Reason for Writing I am writing to enquire about I am writing to apologize for I am writing to confirm
  19. 19. Requesting Could you possibly? I would be grateful if you could Agreeing to Requests•I would be delighted to
  20. 20. Giving Bad News•Unfortunately•I am afraid that Enclosing Documents•I am enclosing•Please find enclosed•Enclosed you will find
  21. 21. Closing Remarks Thank you for your help. Please contact us again if we can help in any way. If there are any problems. If you have any questions.
  22. 22. Reference to Future Contact I look forward to ... hearing from you soon. meeting you next Tuesday. seeing you next Thursday.
  23. 23. Closing The closing begins at the same horizontal point as your date. One line after the last body paragraph. Capitalize the first word only (i.e., Thank you) Leave four lines between the closing and the sender’s name for a signature. Put your position if you would like to.
  24. 24. Closing (Cont.) If a colon follows the salutation, a comma should follow the closing otherwise, there is no punctuation after the closing.
  25. 25. Finish The Yours faithfully, (If you dont know the name of the person youre writing to) Yours sincerely, (If you know the name of the person youre writing to) Best wishes, Best regards, (If the person is a close business contact or friend)
  26. 26. Typist Initials Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials. See page 15 in your book
  27. 27. Enclosures Notation If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names. See page 15
  28. 28. Copy Notation If you are sending a copy of the letter to another person or company, include that information at the bottom of the page. It should have the letters Cc in front of the information. See page 15 in your text book.
  29. 29. Postscript The postscript is used to add an afterthought. In sales letters, it is used mainly as added punch. Use the initials PS before the message.
  30. 30. Overview of Letter Parts Letterhead Dateline Letter Address Salutation Body Complimentary Closing Writer’s Name and Title Reference Initials
  31. 31. Format When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. See page 12
  32. 32. Format Cont. Another widely utilized format is known as modified block format. the body of the letter is left justified and single-spaced. the date and closing are in alignment in the center of the page.
  33. 33. Format Cont.The final, and least used, style issemi-block.It is much like the modified blockstyle except that each paragraph isindented instead of left justified.See page 15
  34. 34. PAGE SETUP Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm) Use quality paper for both your letter and envelope Use a good printer, preferably a laser printer, to achieve the best possible effect Eliminate spelling and grammar errors
  35. 35. Group Activity In a group you will write a letter. You will turn the letter in at the end of class Use all the parts of a letter  The return address  Date line  Inside address  Salutation  Body of the letter three paragraphs  Complimentary closing  Signature
  36. 36. Assignment.Use Chapter 2 as a resource Write a letter to Roger Owens, President of XYZ Corporation. He will be visiting your city next week. In the letter invite him and his wife to dinner on Thursday night. (Be sure to specify the time and place of the dinner.) Decide on a date, inside address, and salutation Write the body of the letter Use a complimentary close and sign the letter.
  37. 37. Assignment cont. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
  38. 38. Homework Assignment Will be due next week. You are Roger Owens. Respond to the Letter you wrote in class today. You will be accepting or declining the invitation. Complete the letter with all of the parts we used in the group letter. The letter must be written or typed very neatly. Correct all mistakes.
  39. 39. Grade You will be graded on how well you use the information from the chapter and my lecture. Your grade will also reflect how you used the twelve steps that you learned in last weeks lesson. Any late assignments will not receive a grade. If you are going to be absent send your assignment with a classmate.
  40. 40. Remember: All papers must contain the following information 3-18 Student number James /Chinese name Name Oct 6 Due Date Letter Writing Assignment Name
  41. 41. Additional Helps and Practice If you need more help you may go to the following website. On this website there are 591 different letters for you to read. http://www.4hb.com/letters/index.html
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