2. Letters in the Age of the
Internet
• Represent your company’s public image and your
competence
• More formal – in structure and tone – than any other
business communication
• Constitute an official legal record of agreement
• Required to be routed through channels before sent out
• Permanent
• Official and expected medium for important documents
and attachments
• Most formal and approved way to conduct business
• Hard copy is confidential
3. Full Block Format
• Use when printing a document on a letterhead
• All information is flush against the left margin
• Double-space between paragraphs
• Figure 4.1 (97)
4. SUPINSKI SCHOOL FOR YOUNG WOMEN
2636 Northwood Avenue
Easton, PA 18045
July 1, 2010
Ms. Jane Smith
1000 Anonymous Road
Center Valley, PA 18073
Dear Ms. Smith:
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Sincerely yours,
Ashley Supinski, Headmaster.
Date
Inside Address (Reflects
envelope)
Greeting
Closing
Signature space (4 spaces) with printed signature
underneath.
5. Modified Block Format
• No letterhead
• Center alignment (Flush) and keyed towards right
margin
o Writer’s address
o Date
o Complimentary Close
• Left alignment (Flush)
o Inside address
o Salutation
o Body of letter
• Example: Figure 4.2 (98)
6. Semi Block Format
• Similar to Modified Block in terms of
o Date line
o Complimentary close
o Signature
o Enclosures line
• Paragraphs are indented 5-7 spaces
• May be asked to use by employer
• Example: Figure 4.7 (111)
8. Parts of a Letter
• Date Line
• Inside Address
• Salutation
• Body of Letter
• Complimentary Close
• Signature
• Enclosure(s) (Encl.)
• Copy Notation (cc:)
9. Appearance
• Make sure there is enough ink/toner
• Experiment with different fonts. What is most
appealing to the eye (and easiest to read?)
• Avoid crowding too much text on one page
• Center your letter, making it look balanced and
proportional
• Use Print Preview
• Always print your letter on high quality paper and
matching envelopes
10. Envelopes
• Most companies have envelopes with their name,
contact information, logos
• Use #10 envelopes
• USPS recommends all capital letters with no
punctuation
11. Organization
• First Paragraph
• Most important/significant/relevant information at
the beginning of each paragraph
• Develop message
• Last Paragraph
12. Making a Good Impression
• Content
• Style & Tone
• Communicate to influence readers
• Adapt “You” Attitude
• Examples
o Figure 4.5 (106)
o Figure 4.5 (107)
13. “You Attitude”
Guidelines
• Never forget that your reader is a real person.
• Keep the reader in the forefront of your letter
• Be courteous and tactful
• Don’t sound pompous or bureaucrastic
14. Remember!
• Every letter needs to
o Establish and/or maintain a good rapport with your reader
o Protect and promote your company’s and your own
professional image
o Continue to increase business sales, relationships and
opportunities
Editor's Notes
LectureFirm’s corporate image is on the line when it sends a letter. Can create goodwill or cost businessState, modify or respond to a business agreement. A signed letter constitutes a legal business contractMake sure your letter has prices, guarantees, warranties, equipment, delivery dates, and/or other accurate informationMust be approved on a variety of corporate levelsOften logged, filed and bear a written, authorized signature
LectureDate Line: Spell out full name of month (November 11, 2012)Inside Address: Matches the address to the sendee on the envelopeSalutation: Always begin “Dear---”Body: Contains your message. Keep paragraphs to 6/7 linesComplimentary Close: Formal good-bye; Use a standard close (101)Signature: Allow 4 lines between complimentary close and typed name/titleEnclosure: Informs the reader of any other materialCopy Notation: Informs your reader that a coy of the letter was sent to other individuals
Lecture:First paragraph: Why are you writing? Why your letter is important; Relevant/previous meetings/phone callsLast paragraph: Thank the reader for their time. Clear and precise instructions for what you want them to do (follow-up)
Lecture:Letter writers are successful diplomats. They are both respectful and courteousLetter writers represent both their company and themselvesYou want your readers to see you as courteous, well informed and respectfulYou Attitude:Answer Yes to: Will my readers receive a positive image of me? Have I chosen works that convey both my respect for the readers and my concern for their questions and comments?
Lecture:Reader is a real personAvoid cold, impersonal lettersLet the reader know you are writing to them as individualsDon’t be afraid of using you in lettersReader in forefrontReaders needs control the tone, message and organization of your letterStress YOU not I or WeCourteous and Tactful- Examples pg. 108Pompous & Bureaucrastic- Examples pg. 109
