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Business letter


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Business letter

  1. 1. Business Letters<br />Module 5 Lesson 2<br />
  2. 2. What is a business letter?<br />ExternalWrittenBusiness communication<br />From a business to another business or individual<br />Usually have a formal tone<br />Used when you want a permanent written record of communication<br />Samples business letters can be viewed at the following websites:<br /><br /><br />
  3. 3. Sample <br />
  4. 4. Letterhead<br />Business letters are normally keyed on special stationery called letterhead. <br />Please review the special letterheads identified on this website:  <br /> <br />
  5. 5. Margins<br />Top<br />2”-2.5”<br />When you begin keying a business letter, first set the correct margins:<br /><ul><li>2” or 2.5” top margin depending on the length of the letterhead
  6. 6. 1” side margins
  7. 7. 1” bottom margins</li></ul>File, Page Setup in Word 97-2003<br />Page Layout tab-Margins icon in Word 2007<br />Left 1”<br />Right 1”<br />Bottom<br />1”<br />
  8. 8. Style<br />Letters can be keyed using two styles: block style and modified block style. <br />Modified Block style: the date, complimentary closing, and writer’s name and title are indented to 3.25”. (You will learn more about modified block in a later assignment)<br />Block style: all letter parts are keyed at the left margin. There will be nothing indented with tabs or the tab key.<br />
  9. 9. Punctuation<br />Letters can use two types of punctuation: open or mixed.<br />Mixed punctuation: a colon is keyed after the salutation and a comma is keyed after the complimentary closing.<br />Open punctuation: no colon after the salutation and no comma after the complimentary closing.<br />
  10. 10. Parts and Spacing<br />
  11. 11. Dateline<br />The dateline the is first part of the letter.<br />It should be typed with the month spelled out and the full year as noted in the sample.<br />The dateline should reflect the date the letter is prepared and signed.<br />Quadruple space after the dateline.<br />
  12. 12. InsideAddress<br />The inside address is the second part of the business letter.<br />The inside address is the address of the person receiving the letter.<br />The inside address should include the name, street address and city, state and zip code of the recipient.<br />Double space after the inside address.<br />
  13. 13. Salutation<br />Also known as the greeting, the salutation is the hello part of the business letter.<br />Salutations should include a greeting word, recipients title and last name.<br />Open Punctuation: no punctuation after the salutation<br />Mixed Punctuation: colon after the salutation<br />Double space after the salutation.<br />
  14. 14. Body<br />The body of the letter is the message in paragraph form.<br />Most letter bodies consist of three paragraphs: statement of purpose, information/facts, call for action.<br />Double space between the paragraphs and single space between them.<br />Double space after the body.<br />
  15. 15. ComplimentaryClose<br />The complimentary close is the goodbye of the business letter.<br />Complimentary closes can vary and include words and phrases such as Sincerely, Yours Truly, Thank you.<br />Open Punctuation: no punctuation after the complimentary close<br />Mixed Punctuation: colon after the complimentary close<br />Quadruple space after the complimentary close.<br />
  16. 16. SignatureBlock<br />The signature block is the writers typed name and title.<br />There will always be a quadruple space before the signature block to allow for the writer to hand sign their name. <br />Double space after the signature block.<br />
  17. 17. ReferenceInitials<br />Reference initials are the typist initials.<br />Reference initials are used when the writer of the letter and the typist of the letter are different people.<br />Reference initials are lowercase and have no punctuation or spaces.<br />Double space after reference initials.<br />
  18. 18. EnclosureNotation<br />An enclosure notation is used when something is enclosed (included) within the envelope with the letter.<br />Enclosures can include anything from a form to a picture to a check.<br />Double space after the enclosure notation.<br />
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