Writing Business Letters


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Writing Business Letters

  1. 1. Writing Business Letters
  2. 2. Letter Style <ul><li>Determined by visual factors such as </li></ul><ul><ul><li>Paper quality, weight, & color </li></ul></ul><ul><ul><li>Letterhead & logo design </li></ul></ul><ul><ul><li>Ink colors used in printing </li></ul></ul><ul><ul><li>Style & size of font </li></ul></ul><ul><ul><li>format </li></ul></ul>
  3. 3. Format Types <ul><li>Block format: each line begins at the left margin </li></ul><ul><li>Modified Block format: the date line, the closing, & the writer’s identification being in the middle of the page </li></ul><ul><li>Modified Block with indented paragraphs: same as modified block format except the first paragraph of each line in the body is indented five spaces. </li></ul>
  4. 4. Parts of the business letter <ul><li>Heading </li></ul><ul><li>Opening </li></ul><ul><li>Body </li></ul><ul><li>Closing </li></ul>
  5. 5. The Heading <ul><li>Letterhead: name, address, telephones numbers etc. of the company </li></ul><ul><li>Letterhead projects the company’s image </li></ul><ul><li>Date line: must be written out </li></ul><ul><ul><li>February 27, 2011 </li></ul></ul>
  6. 6. The Opening <ul><li>Directs the letter to a specific individual, company or department </li></ul><ul><li>Most importantly—greets the reader </li></ul><ul><li>Consists of the inside address (address of the person you are writing to) </li></ul><ul><li>Attention line (optional) speeds the handling of a letter or used when a specific person is not being address. Needs to be typed in all caps! </li></ul><ul><li>The salutation comes next. </li></ul>
  7. 7. The Salutation <ul><li>AKA the greeting </li></ul><ul><li>If you know the person’s name that you are writing to, you should use it. </li></ul><ul><ul><li>Dear Dr. Jones: </li></ul></ul><ul><ul><li>Dear Mrs. Smith: </li></ul></ul><ul><li>If you don’t know the person’s name, you should use the generic form salutation. </li></ul><ul><ul><li>Dear Sir or Madam: </li></ul></ul><ul><li>The salutation is always followed by a colon (:)! </li></ul>
  8. 8. The Body <ul><li>This the message & the most important part of the business letter. </li></ul><ul><li>May include a subject line which tells the reader in advance what the letter is about. </li></ul><ul><ul><li>SUBJECT: </li></ul></ul><ul><ul><li>RE: </li></ul></ul><ul><li>The body should contain at least 2 paragraphs. </li></ul>
  9. 9. The Closing <ul><li>The complimentary closing should match your salutation. </li></ul><ul><li>Some commonly used closing include </li></ul><ul><ul><li>Yours very truly, Sincerely, </li></ul></ul><ul><ul><li>Very truly yours, Cordially, </li></ul></ul><ul><ul><li>Very sincerely yours, Sincerely yours, </li></ul></ul><ul><ul><li>Respectfully yours, Best regards, </li></ul></ul><ul><ul><li>Very cordially yours, Cordially yours, </li></ul></ul>
  10. 10. <ul><li>The closing also includes the writer’s signature which is the handwritten signature of the letter writer. </li></ul><ul><li>The writer’s identification is the letter writer’s name & job title TYPED below the signature. </li></ul><ul><li>Reference initials are the initials of the person who prepared the letter; typed in lower case letters after the writer’s identification </li></ul><ul><ul><li>Example: KLC:xx </li></ul></ul><ul><li>Enclosure notation is optional if there would happened to be enclosures </li></ul>
  11. 11. <ul><li>Delivery notation is optional if there is special mail service used. </li></ul><ul><li>Copy notation is also optional; this is used when the letter is sent to more than one person. </li></ul><ul><ul><li>Example: cc: John Doe </li></ul></ul><ul><ul><li>“ CC” stands for carbon copy; </li></ul></ul>
  12. 12. Why write a business letter? <ul><li>In a era of instant electronic communication, it is still necessary to write some form of business letter. </li></ul><ul><li>You may need to </li></ul><ul><ul><li>Request information </li></ul></ul><ul><ul><li>Send information </li></ul></ul><ul><ul><li>Correct & apologize for an error </li></ul></ul><ul><ul><li>Refuse a request </li></ul></ul><ul><ul><li>Explain a procedure or present a problem </li></ul></ul><ul><ul><li>Sell a product or service. </li></ul></ul>
  13. 13. The Personal Business Letter <ul><li>A letter written by someone for himself as part of a business situation. This type of letter is not written as a representative for a company. </li></ul><ul><li>This type of letter is written to </li></ul><ul><ul><li>Correct or clarify personal credit or accounts </li></ul></ul><ul><ul><li>Establish credit </li></ul></ul><ul><ul><li>Present claims to a manufacturer for defective products. </li></ul></ul>
  14. 14. Social Business Letter <ul><li>This type of letter is written can be written as part of the business setting. </li></ul><ul><li>This letter may express thanks to a vendor for a favor, congratulate a colleague who has been promoted, or express sympathy to a colleague who has experienced a death or some other negative situation. </li></ul>
  15. 15. Some tips to remember…. <ul><li>Pay attention to details. </li></ul><ul><li>Be concise with your information. </li></ul><ul><li>Use a combination of long & short sentences. </li></ul><ul><li>Always thank the reader for their time & any assistance that can be given. </li></ul><ul><li>Include any documentation that will help clarify or rectify a situation. </li></ul>