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Business letter basics


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Business letter basics

  1. 1. Personal Business Letter Parts and Formats
  2. 2. <ul><li>Standards: </li></ul><ul><li>D5 Create business letters, memoranda, reports, tables, and resumes. </li></ul><ul><li>D6 Format business letters, memoranda, reports, tables, and resumes. </li></ul><ul><li>Objective: </li></ul><ul><li>By the end of the lesson TSWBAT type and format a business letter. </li></ul>
  3. 3. Margins <ul><li>Top = 2 inches </li></ul><ul><li>Sides = 1 inch </li></ul><ul><li>Bottom = 1 inch </li></ul>
  4. 4. Return Address <ul><li>Helps route the letter properly </li></ul><ul><li>Has the address in case envelope is damaged in mail </li></ul><ul><li>Can include phone number and e-mail address </li></ul>
  5. 5. Includes <ul><li>Street Address </li></ul><ul><li>City, State, Zip </li></ul><ul><li>Phone number (Optional) </li></ul><ul><li>E-mail address (Optional) </li></ul>
  6. 6. Return Address Format <ul><li>Aligned to left margin </li></ul><ul><li>SS to Date </li></ul>
  7. 7. Date <ul><li>Date (Month written out) </li></ul><ul><li>Quad Space (QS = 4 enters) to Inside Address </li></ul>
  8. 8. Inside Address <ul><li>Name of recipient & title if applicable </li></ul><ul><li>Street Address </li></ul><ul><li>City, State, Zip </li></ul>
  9. 9. Inside Address Format <ul><li>Aligned to left margin </li></ul><ul><li>Double Space to Salutation </li></ul>
  10. 10. Salutation <ul><li>How to address the person your writing to </li></ul><ul><li>Should always be formal </li></ul><ul><li>Should be followed with a colon </li></ul>
  11. 11. If you know the person's name: <ul><li>Dear Ms / Miss / Mrs / Mr / Dr + surname </li></ul><ul><ul><li>Ex: Dear Mr Miller </li></ul></ul><ul><li>You can also write the person's full name. In this case, leave out the title (Mr./Mrs.). This way of writing the salutation is very handy if you don't know the gender of the person. </li></ul><ul><ul><li>Ex: Dear Chris Miller </li></ul></ul>
  12. 12. If you don’t know the person’s name: salutation when to use Gentlemen male addressee (esp. in American English) Ladies female addressee (esp. in American English) Dear Sir or Madam gender unknown (esp. in British English) Ladies and Gentlemen gender unknown (esp. in American English) To whom it may concern gender unknown (esp. in American English)
  13. 13. Complementary Close <ul><li>How do you say “Goodbye”. This short, polite closing ends with a comma. </li></ul><ul><li>It is at the left margin </li></ul><ul><li>4 enters (3 lines between) </li></ul>
  14. 14. Common Complementary Closings <ul><li>Sincerely, </li></ul><ul><li>Respectfully, </li></ul><ul><li>Best regards, </li></ul><ul><li>Best wishes, </li></ul><ul><li>Kind regards, </li></ul><ul><li>Yours truly, </li></ul><ul><li>Warm regards, </li></ul><ul><li>Sincerely yours,W </li></ul><ul><li>With many thanks,R </li></ul><ul><li>Respectfully yours, </li></ul>
  15. 15. Name of Writer <ul><li>Type out the name to be signed. This customarily includes a middle initial, but does not have to. </li></ul><ul><li>If the letter is typed by someone other than the writer, DS to the Typists Initials (Special) </li></ul>
  16. 16. Typist Initials <ul><li>All caps </li></ul><ul><li>Only there is someone besides the writer types the letter. </li></ul><ul><li>2 Enters to (Special) Attachment/Enclosure Notation </li></ul>
  17. 17. Enclosures/Attachments <ul><li>Number of things enclosed with the letter. This is only on there if something should be in the envelope with the letter. </li></ul>