This is a slide show designed to help students differentiate the difference between block and modified block style letters. It also provides information about the parts of the letter formatting styles.

1. Business LettersWhy Are They Important ?How Do You Create a Good Impression? 21st Century Skills Performance Assessment 2012-2013 Virginia Lee Taylor-Mounts

2. Why Are They Important?

3. Professional Communication The reader’s time is very important; write clearly and carefully outline the intent of your communication. The format of the letter helps to clarify the content of the letter. ("How to Write a Business Letter That Gets Results," n.d.)

4. Business Letters Professional Communication Provide information Advertise Keep track of communications outside an organization (Riverside, n.d.)

5. Provide Information Share ideas Make offers Request information Offer thanks Send congratulations Introduce yourself or others Make Recommendations Apologize ("Etiquette for Writing Business Letters," n.d.)

6. Advertise These letters have common characteristics: Find a common ground with the consumer Consumers must feel they need your product You should offer a solution to their problem Show the consumer what’s in it for them ("Effective Advertising Messages," n.d.)

7. Keep Track of Outside Communication Provide documentation of important matters Can be filed, scanned and filed electronically More formal than email Professional way to communicate ("Etiquette for Writing Business Letters," n.d.)

8. Writing Letters Intent of the communication Know your audience Language – tone, choice of words Visual appearance—format of letter (Riverside, n.d.)

9. Intent of Communications Purpose Know why the correspondence is being written What will the correspondence do for the reader State you main point early What action do you want out of the reader ("Purdue OWL: Effective Workplace Writing," n.d.)

10. Know Your Audience What is the expectation of your audience Expectations Characteristics Goals Why do they need this information Know what information they need Make your document persuasive ("Purdue OWL: Effective Workplace Writing," n.d.)

11. Language—Tone & Choice of Words Tone is a reflection of you and the company You should: Know why you are writing the document What action do you want from the reader Know what you want the reader to learn or understand Tone affects how the reader will react to what is said Know what tone you want to demonstrate Confidence Courteous Sincere ("Purdue OWL: Effective Workplace Writing," n.d.)

12. AIDA Attention Interest Desire Action ("How to Write a Business Letter That Gets Results," n.d.)

13. Attention Get the reader’s attention Use a statement that will grab their attention. Flattery Ask a question Surprise ("How to Write a Business Letter That Gets Results," n.d.)

14. Interest Get the reader interested in the reason for the letter It could be your product, meeting, you as a prospective employee ("How to Write a Business Letter That Gets Results," n.d.)

15. Desire Explain what you can do for them, how you can help them Be specific Use professional language Do not use slang ("How to Write a Business Letter That Gets Results," n.d.)

16. Action Tell them what action you want them to take Don’t expect them to guess what you want them to do Your words should help them understand how you can do something for them ("How to Write a Business Letter That Gets Results," n.d.)

17. How Do You Create A Good Impression?

18. Letter Formats Block Modified Block

19. Block Every thing begins at the let margin No paragraph indentions The date should be about 2 to 3 lines below the letterhead Adjust this to create a pleasing appearance All other spacing should remain true to standard

20. Modified Block The date begins 2 to 3 lines below the letterhead Adjust this to create a pleasing appearance All other spacing should remain true to standard The date, complimentary close, and typed signature begin at center Paragraphs can be indented ½ inch or be block with the left hand margin

21. Parts of the Letter Address Date Salutation Body of the Text Closing Enclosures Typist initials

22. Address Return Address—address of the sender Letterhead Contains business name and address clearly identified No letterhead You must insert the return address Do not use the sender’s name or title in the address Use only the street address, city, state, and zip code Place city, state, & zip code one line above the date Place the street address on the line above the city, state, & zip code (see next slide for example) ("Purdue OWL: Basic Business Letters," n.d.)

23. Address Return Address This is how the business address should look when not using letterhead stationary. 111 Blue Bird Lane Anyplace, WV 12345 July 1, 2011

24. Address Mailing Address Using letterhead The mailing address is placed a quad space below the current date ("Purdue OWL: Basic Business Letters," n.d.)

25. Date This indicates the date the letter was written Use American date format Ex. July 1, 2011 Do not abbreviate the months Write them out completely ("Purdue OWL: Basic Business Letters," n.d.) Place the date approximately 2 or 3 lines below the letter head or about 2 inches from the top if you are not using letter head.

26. Salutations Use the personal title of the addressee If you don’t know the gender of the addressee, use a nonsexist salutation or use the complete name. Ex. “To Whom It May Concern” Ex. “Dear Chris Harmon” ("Purdue OWL: Basic Business Letters," n.d.) Place the salutation a double space below the mailing address.

27. Body of Letter All lines of the paragraph are single spaced Double space between each paragraph Modified Block Letter Can have a ½ inch paragraph indention Block Letter Paragraph begins at the left margin

28. Complimentary Close Double space below the last paragraph of the letter The first word of the complimentary begins with a capital letter; all other words begin with a lower case letter. Place a comma after the last word of the complimentary close

29. Typed Signature Begins a quad space below the complimentary close The blank spaces between the complimentary close and the typed signature provide room for the sender of the letter to sign the letter If the sender has a title, please it on the line below the typed signature

30. Complimentary Close andTyped Signature Example: Sincerely, Mary B. Doe President

31. Enclosures Tells the reader that something besides the written letter in included in the envelope It is placed a double space below the Typed Signature and/or Title Example (Modified Block): Sincerely, Mary J. Brown President Enclosure (3)

32. Typist Initials Identifies the individual for typing the letter Use lower case It is placed a double space below the enclosure notation Example (Modified Block): Sincerely, Mary J. Brown President Enclosure (3) vltm

33. Font Preferred font is Times New Roman Preferred size is 12

34. Formatting the Business Letter Margins—Block & Modified Block

35. Formatting the Business Letter Margins—Block & Modified Block

36. Final Impression Proofread, Proofread, Proofread ! ! ! Never mail a letter with a typing error. Never mail a letter with a grammar error Errors in letters can diminish the impression that you are making upon the reader.

37. You Try It ! If you have any questions, review this PP again or email me. Practice is located in the practice folder on the website!