Learning Objectives:
To teach you to read letters or letter requests carefully before responding.
To teach you the importance of creating formal and informal documents.
To teach you basic letter formats and letter-writing strategies.
To teach you letter-writing etiquette.
Letter writing is the exchange of written or printed messages. Distinctions are commonly drawn between personal letters (sent between family members, friends, or acquaintances) and business letters (formal exchanges with businesses or government organizations).
↓↓↓↓ Read More:
Watch my videos on snack here: --> --> http://sck.io/x-B1f0Iy
@ Kindly Follow my Instagram Page to discuss about your mental health problems-
-----> https://instagram.com/mentality_streak?utm_medium=copy_link
@ Appreciate my work:
-----> behance.net/burhanahmed1
Thank-you !
Business letters follow standard formats and conventions. The layout includes elements like the letterhead, date, inside address, salutation, body, complimentary close, signature, and enclosures. Business letters are used for various purposes like claims, services, job applications, quotations, inquiries, and collections. They should be clear, concise, and professional to effectively communicate with the intended audience.
Writing Effective Communication, Memos and LettersAngelicaGepes1
The document provides guidance on effective communication through memos, letters, and writing. It discusses the importance of clear communication and outlines several tips for improving writing skills, including knowing your goal, using an appropriate tone, explaining actions clearly, using simple language, being concise, writing in an active voice, and proofreading for grammar. It also defines letters and discusses etiquette and formats for both personal and business letters. The key aspects of a business letter are identified as the heading, inside address, salutation, body, complimentary close, signature, and optional enclosures.
The document provides guidance on formatting a business letter, including sections on return address, date, inside address, salutation, body, complimentary close, signature, and enclosures. It discusses using a standard font like Times New Roman size 12 and includes examples of different types of business letters such as an order letter, complaint letter, and letter offering a product for sale.
This memo provides details about an upcoming business fashion shoot, including location, models and equipment being supplied, clothing to be picked up from the fashion designer, and plans to finalize details over lunch. The editor confirms arrangements made previously by phone with the fashion director and requests a clothing list be sent that week so specifics can be finalized.
The document provides guidance on writing effective business letters, including formatting styles such as block, modified block, and semi-block. It discusses the key parts of a business letter and tips for writing clearly, concisely, and politely. Examples of different letter formats and a sample business letter are also included.
The document provides guidance on different types of business letters, including their typical structure and formatting. It describes letters of inquiry, transmittal, complaint, good news, bad news, and application, noting that each typically includes an introduction, body, and conclusion section. Guidelines are also given for writing effective business letters in general, such as considering your audience, purpose, tone, and essential letter components.
This document provides guidance on writing effective business letters. It discusses including all necessary information in a logical sequence, using a clear and polite style, and ensuring accuracy. The key elements of a business letter are outlined, such as the letterhead, date, salutation, body, complimentary close, signature, and enclosures. Tips provided include using a readable format, including the right amount of information, and making the purpose immediately clear. Templates shown illustrate the proper layout and components of a business letter.
Letter writing is the exchange of written or printed messages. Distinctions are commonly drawn between personal letters (sent between family members, friends, or acquaintances) and business letters (formal exchanges with businesses or government organizations).
↓↓↓↓ Read More:
Watch my videos on snack here: --> --> http://sck.io/x-B1f0Iy
@ Kindly Follow my Instagram Page to discuss about your mental health problems-
-----> https://instagram.com/mentality_streak?utm_medium=copy_link
@ Appreciate my work:
-----> behance.net/burhanahmed1
Thank-you !
Business letters follow standard formats and conventions. The layout includes elements like the letterhead, date, inside address, salutation, body, complimentary close, signature, and enclosures. Business letters are used for various purposes like claims, services, job applications, quotations, inquiries, and collections. They should be clear, concise, and professional to effectively communicate with the intended audience.
Writing Effective Communication, Memos and LettersAngelicaGepes1
The document provides guidance on effective communication through memos, letters, and writing. It discusses the importance of clear communication and outlines several tips for improving writing skills, including knowing your goal, using an appropriate tone, explaining actions clearly, using simple language, being concise, writing in an active voice, and proofreading for grammar. It also defines letters and discusses etiquette and formats for both personal and business letters. The key aspects of a business letter are identified as the heading, inside address, salutation, body, complimentary close, signature, and optional enclosures.
The document provides guidance on formatting a business letter, including sections on return address, date, inside address, salutation, body, complimentary close, signature, and enclosures. It discusses using a standard font like Times New Roman size 12 and includes examples of different types of business letters such as an order letter, complaint letter, and letter offering a product for sale.
This memo provides details about an upcoming business fashion shoot, including location, models and equipment being supplied, clothing to be picked up from the fashion designer, and plans to finalize details over lunch. The editor confirms arrangements made previously by phone with the fashion director and requests a clothing list be sent that week so specifics can be finalized.
The document provides guidance on writing effective business letters, including formatting styles such as block, modified block, and semi-block. It discusses the key parts of a business letter and tips for writing clearly, concisely, and politely. Examples of different letter formats and a sample business letter are also included.
The document provides guidance on different types of business letters, including their typical structure and formatting. It describes letters of inquiry, transmittal, complaint, good news, bad news, and application, noting that each typically includes an introduction, body, and conclusion section. Guidelines are also given for writing effective business letters in general, such as considering your audience, purpose, tone, and essential letter components.
This document provides guidance on writing effective business letters. It discusses including all necessary information in a logical sequence, using a clear and polite style, and ensuring accuracy. The key elements of a business letter are outlined, such as the letterhead, date, salutation, body, complimentary close, signature, and enclosures. Tips provided include using a readable format, including the right amount of information, and making the purpose immediately clear. Templates shown illustrate the proper layout and components of a business letter.
Business Letters Presentations and memos.pptAldhecruz2
This document provides information about business letters, including definitions, purposes, parts, styles, and tips. It defines business letters as the basic means of communication between two companies, usually with a formal tone. It describes the different parts of a business letter like the date line, inside address, salutation, body, complimentary closing, signature, and writer's identification. The document also discusses personal business letters, persuasive letters, punctuation styles, and differences between business and personal business letters. It provides checklists and dos and don'ts for effective business letter writing.
Part of Business Letters Presentation.pptneha1120kri
This document provides information about business letters, including their definition, purpose, parts, styles, and tips for writing them effectively. Business letters are a formal means of communication between companies used to inform or persuade. They generally have five main parts: the date, inside address, salutation, body, and closing. The document also discusses personal business letters and persuasive letters, outlining the AIDA formula. It provides checklists for writing concisely and effectively as well as dos and don'ts for business letter composition. Proofreading is emphasized as important before sending any letter.
The document provides information on business letters, including their definition, purpose, parts, styles, and best practices. Business letters are a formal means of communication between companies used to inform or persuade. They have standard parts like the date, inside address, salutation, body, closing, signature, and identification. Letters can be in block, modified block, or semi-modified block style and use mixed or open punctuation. The document outlines dos and don'ts and emphasizes keeping letters short, simple, strong, and sincere while avoiding errors and unnecessary elements. It stresses the importance of proofreading before sending letters.
This document provides information on business letters, including definitions, purposes, parts, styles, and tips. Business letters are a formal means of communication between companies used to inform or persuade. They have standard parts like the date, inside address, salutation, body, closing, signature, and identification. Business letters should be clear, concise, correct, courteous, conversational, convincing, and complete. Proper letter writing, formatting, and proofreading are emphasized.
Writing a Business Letter in different models .pptJamakala Obaiah
The document discusses business letters and their key components. It notes that business letters are used to communicate professionally between organizations and individuals for purposes like inquiries, orders, complaints and more. The document outlines 12 common parts of a business letter including the letterhead, date, salutation, body, complimentary close, signature and various other optional components like enclosures or copies. It provides details on the purpose and formatting of each part.
The document provides information on letters and their components. It discusses the different types of letters, including formal business letters and informal personal letters. Guidelines are given for key parts of letters such as the address, date, salutation, body, complimentary close, and signature. Different formats for letter writing like full block, semi-block and modified block are also described. Finally, the document notes some common abbreviations used in letter writing and differences between hard copy and electronic letters.
This document provides guidance on writing business letters, including the typical parts and formats. It discusses the types of business letters, proper envelope addressing, standard parts like the letterhead, salutation, body, complementary close, and signature. It also covers optional parts such as the attention line, subject line, and enclosures notation. Finally, it describes the three main layout styles - block, modified block, and punctuation styles used in business letters.
There are three main formats for business letters: block, modified block, and modified block with indented paragraphs. A business letter consists of a heading with the sender's letterhead and date, an opening with the recipient's address, a salutation, a body with the message, a closing that matches the salutation, a signature, and optional elements like enclosures. Business letters are still used to request or provide information, correct errors, refuse requests, explain procedures, or sell products and services. Personal business letters are written on one's own behalf regarding personal accounts or claims, while social business letters express thanks, congratulations, or sympathy in a business context.
The document provides information on writing business letters, including their purpose and common formats. Business letters are formal written communications between businesses that are usually sent by post or courier. They follow standard formats and include elements like the sender's address, recipient's address, date, salutation, body paragraphs, closing, and signature. The most common format is a block format where all text is left-justified. Business letters are used to request or provide information, thank, remind, apologize, or introduce. Proper planning, writing, proofreading, and formatting are important to ensure an effective business letter.
The document provides information on writing business letters, including their purpose and common formats. Business letters are formal written communications between businesses that are usually sent by post or courier. They follow standard formats and include elements like the sender's address, recipient's address, date, salutation, body paragraphs, closing, and signature. The most common format is a block format where all text is left-justified. Business letters are used to request or provide information, thank, remind, apologize, or introduce. Proper planning, writing, formatting, and proofreading are important to ensure an effective business letter is sent.
This Presentation was prepared to tell the students how to write a letter to the teacher and business type letters were discussed in this presentation.
This document provides information on writing effective business letters, including the key parts and various formats. It discusses the importance of considering completeness, conciseness, clarity and courtesy when writing. The main components of a business letter are identified as the heading, inside address, salutation, body, complimentary close and signature. Various layouts or styles for arranging these components, such as block format, are also described.
Notes managerial communication 3 business correspondence and report writing ...Babasab Patil
This document provides information on various types of business correspondence and presentations. It discusses the standard parts of a business letter including the heading, date, reference, addressee, subject, salutation, body paragraphs, close and signature. It also describes types of business letters such as sales letters, order letters, complaint letters, and letters of resignation. The document outlines the format and considerations for using email, memorandums, short message service (SMS), and PowerPoint presentations in business communications. It provides tips for creating effective presentations including minimizing slides, font style and size choices, using bullet points and short sentences, including art to convey messages, and checking spelling and grammar. Finally, it discusses cover letters, what they should include,
The document provides information on business writing and effective letter writing. It discusses why we communicate and the differences between business and normal communication. It outlines guidelines for effective written communication including being tactful, coherent, clear, concise, and mechanically sound. The document then discusses tone, format, components of letters, and types of letters such as letters of inquiry, sales letters, good news letters, and bad news letters. It provides examples of different business letter formats and components.
The document discusses proper formats for business letters and memos, including the standard parts of letters, differences between letters and memos, and the three-step writing process of planning, writing, and completing a document. Business letters should use block or modified block format and include elements like the date, address, salutation, body, closing, and signature. Memos follow a standard format without a salutation, close, or signature.
The document provides information on the purpose, elements, and layout of business letters. It discusses the standard elements which must be included like heading, date, inside address, salutation, body, complimentary close, signature block. It also covers additional optional elements like attention line, subject line, enclosure notation. Finally, it describes the different formats for business letters like block, modified block, semi-block, and simplified layouts.
This document provides guidance on proper business letter formatting and elements. It discusses the key components of a letter, including the letterhead, date, inside address, salutation, body, complimentary close, signature, and enclosures. The body should clearly introduce the topic, make points in a logical sequence, and thank or encourage the recipient. Proper formatting and clear communication of the essential details are important for effective business letters.
The document provides information on writing business letters and emails. It discusses the key parts and formatting of business letters, including the header, date, inside address, salutation, body, closing, signature, and spacing. It also provides tips for writing complaint letters and business emails, emphasizing brevity, clarity, and maintaining a professional tone. The purpose is to teach the proper structure and etiquette for written business communications.
The document provides guidance on writing business and personal letters, including objectives, definitions, formats, mechanics, etiquette, and types of letters. It discusses letter structure, parts, and styles. Guidelines are given for writing thank you notes, apologies, complaints, and invitations. Sample letters are also included to demonstrate formats and content.
This document provides information about business letters, including:
- Business letters serve as a means of communication between businesses and their customers, suppliers, bankers, and others to maintain relationships.
- Though modern communication methods exist, business letters remain important for sustaining business relationships, conveying complex information, creating records, and reaching a wide audience.
- Business letters have a standard structure including a heading, date, inside address, salutation, message, complimentary close, signature block, and sometimes additional elements like enclosures or copy notations.
- The purpose, tone, and content of business letters should aim to maintain positive relationships and resolve issues respectfully rather than accusatorily.
Originally presented at XP2024 Bolzano
While agile has entered the post-mainstream age, possibly losing its mojo along the way, the rise of remote working is dealing a more severe blow than its industrialization.
In this talk we'll have a look to the cumulative effect of the constraints of a remote working environment and of the common countermeasures.
Business Letters Presentations and memos.pptAldhecruz2
This document provides information about business letters, including definitions, purposes, parts, styles, and tips. It defines business letters as the basic means of communication between two companies, usually with a formal tone. It describes the different parts of a business letter like the date line, inside address, salutation, body, complimentary closing, signature, and writer's identification. The document also discusses personal business letters, persuasive letters, punctuation styles, and differences between business and personal business letters. It provides checklists and dos and don'ts for effective business letter writing.
Part of Business Letters Presentation.pptneha1120kri
This document provides information about business letters, including their definition, purpose, parts, styles, and tips for writing them effectively. Business letters are a formal means of communication between companies used to inform or persuade. They generally have five main parts: the date, inside address, salutation, body, and closing. The document also discusses personal business letters and persuasive letters, outlining the AIDA formula. It provides checklists for writing concisely and effectively as well as dos and don'ts for business letter composition. Proofreading is emphasized as important before sending any letter.
The document provides information on business letters, including their definition, purpose, parts, styles, and best practices. Business letters are a formal means of communication between companies used to inform or persuade. They have standard parts like the date, inside address, salutation, body, closing, signature, and identification. Letters can be in block, modified block, or semi-modified block style and use mixed or open punctuation. The document outlines dos and don'ts and emphasizes keeping letters short, simple, strong, and sincere while avoiding errors and unnecessary elements. It stresses the importance of proofreading before sending letters.
This document provides information on business letters, including definitions, purposes, parts, styles, and tips. Business letters are a formal means of communication between companies used to inform or persuade. They have standard parts like the date, inside address, salutation, body, closing, signature, and identification. Business letters should be clear, concise, correct, courteous, conversational, convincing, and complete. Proper letter writing, formatting, and proofreading are emphasized.
Writing a Business Letter in different models .pptJamakala Obaiah
The document discusses business letters and their key components. It notes that business letters are used to communicate professionally between organizations and individuals for purposes like inquiries, orders, complaints and more. The document outlines 12 common parts of a business letter including the letterhead, date, salutation, body, complimentary close, signature and various other optional components like enclosures or copies. It provides details on the purpose and formatting of each part.
The document provides information on letters and their components. It discusses the different types of letters, including formal business letters and informal personal letters. Guidelines are given for key parts of letters such as the address, date, salutation, body, complimentary close, and signature. Different formats for letter writing like full block, semi-block and modified block are also described. Finally, the document notes some common abbreviations used in letter writing and differences between hard copy and electronic letters.
This document provides guidance on writing business letters, including the typical parts and formats. It discusses the types of business letters, proper envelope addressing, standard parts like the letterhead, salutation, body, complementary close, and signature. It also covers optional parts such as the attention line, subject line, and enclosures notation. Finally, it describes the three main layout styles - block, modified block, and punctuation styles used in business letters.
There are three main formats for business letters: block, modified block, and modified block with indented paragraphs. A business letter consists of a heading with the sender's letterhead and date, an opening with the recipient's address, a salutation, a body with the message, a closing that matches the salutation, a signature, and optional elements like enclosures. Business letters are still used to request or provide information, correct errors, refuse requests, explain procedures, or sell products and services. Personal business letters are written on one's own behalf regarding personal accounts or claims, while social business letters express thanks, congratulations, or sympathy in a business context.
The document provides information on writing business letters, including their purpose and common formats. Business letters are formal written communications between businesses that are usually sent by post or courier. They follow standard formats and include elements like the sender's address, recipient's address, date, salutation, body paragraphs, closing, and signature. The most common format is a block format where all text is left-justified. Business letters are used to request or provide information, thank, remind, apologize, or introduce. Proper planning, writing, proofreading, and formatting are important to ensure an effective business letter.
The document provides information on writing business letters, including their purpose and common formats. Business letters are formal written communications between businesses that are usually sent by post or courier. They follow standard formats and include elements like the sender's address, recipient's address, date, salutation, body paragraphs, closing, and signature. The most common format is a block format where all text is left-justified. Business letters are used to request or provide information, thank, remind, apologize, or introduce. Proper planning, writing, formatting, and proofreading are important to ensure an effective business letter is sent.
This Presentation was prepared to tell the students how to write a letter to the teacher and business type letters were discussed in this presentation.
This document provides information on writing effective business letters, including the key parts and various formats. It discusses the importance of considering completeness, conciseness, clarity and courtesy when writing. The main components of a business letter are identified as the heading, inside address, salutation, body, complimentary close and signature. Various layouts or styles for arranging these components, such as block format, are also described.
Notes managerial communication 3 business correspondence and report writing ...Babasab Patil
This document provides information on various types of business correspondence and presentations. It discusses the standard parts of a business letter including the heading, date, reference, addressee, subject, salutation, body paragraphs, close and signature. It also describes types of business letters such as sales letters, order letters, complaint letters, and letters of resignation. The document outlines the format and considerations for using email, memorandums, short message service (SMS), and PowerPoint presentations in business communications. It provides tips for creating effective presentations including minimizing slides, font style and size choices, using bullet points and short sentences, including art to convey messages, and checking spelling and grammar. Finally, it discusses cover letters, what they should include,
The document provides information on business writing and effective letter writing. It discusses why we communicate and the differences between business and normal communication. It outlines guidelines for effective written communication including being tactful, coherent, clear, concise, and mechanically sound. The document then discusses tone, format, components of letters, and types of letters such as letters of inquiry, sales letters, good news letters, and bad news letters. It provides examples of different business letter formats and components.
The document discusses proper formats for business letters and memos, including the standard parts of letters, differences between letters and memos, and the three-step writing process of planning, writing, and completing a document. Business letters should use block or modified block format and include elements like the date, address, salutation, body, closing, and signature. Memos follow a standard format without a salutation, close, or signature.
The document provides information on the purpose, elements, and layout of business letters. It discusses the standard elements which must be included like heading, date, inside address, salutation, body, complimentary close, signature block. It also covers additional optional elements like attention line, subject line, enclosure notation. Finally, it describes the different formats for business letters like block, modified block, semi-block, and simplified layouts.
This document provides guidance on proper business letter formatting and elements. It discusses the key components of a letter, including the letterhead, date, inside address, salutation, body, complimentary close, signature, and enclosures. The body should clearly introduce the topic, make points in a logical sequence, and thank or encourage the recipient. Proper formatting and clear communication of the essential details are important for effective business letters.
The document provides information on writing business letters and emails. It discusses the key parts and formatting of business letters, including the header, date, inside address, salutation, body, closing, signature, and spacing. It also provides tips for writing complaint letters and business emails, emphasizing brevity, clarity, and maintaining a professional tone. The purpose is to teach the proper structure and etiquette for written business communications.
The document provides guidance on writing business and personal letters, including objectives, definitions, formats, mechanics, etiquette, and types of letters. It discusses letter structure, parts, and styles. Guidelines are given for writing thank you notes, apologies, complaints, and invitations. Sample letters are also included to demonstrate formats and content.
This document provides information about business letters, including:
- Business letters serve as a means of communication between businesses and their customers, suppliers, bankers, and others to maintain relationships.
- Though modern communication methods exist, business letters remain important for sustaining business relationships, conveying complex information, creating records, and reaching a wide audience.
- Business letters have a standard structure including a heading, date, inside address, salutation, message, complimentary close, signature block, and sometimes additional elements like enclosures or copy notations.
- The purpose, tone, and content of business letters should aim to maintain positive relationships and resolve issues respectfully rather than accusatorily.
Similar to Effective business writing skills.pptx (20)
Originally presented at XP2024 Bolzano
While agile has entered the post-mainstream age, possibly losing its mojo along the way, the rise of remote working is dealing a more severe blow than its industrialization.
In this talk we'll have a look to the cumulative effect of the constraints of a remote working environment and of the common countermeasures.
Designing and Sustaining Large-Scale Value-Centered Agile Ecosystems (powered...Alexey Krivitsky
Is Agile dead? It depends on what you mean by 'Agile'. If you mean that the organizations are not getting the promised benefits because they were focusing too much on the team-level agile "ways of working" instead of systemic global improvements -- then we are in agreement. It is a misunderstanding of Agility that led us down a dead-end. At Org Topologies, we see bright sparks -- the signs of the 'second wave of Agile' as we call it. The emphasis is shifting towards both in-team and inter-team collaboration. Away from false dichotomies. Both: team autonomy and shared broad product ownership are required to sustain true result-oriented organizational agility. Org Topologies is a package offering a visual language plus thinking tools required to communicate org development direction and can be used to help design and then sustain org change aiming at higher organizational archetypes.
A team is a group of individuals, all working together for a common purpose. This Ppt derives a detail information on team building process and ats type with effective example by Tuckmans Model. it also describes about team issues and effective team work. Unclear Roles and Responsibilities of teams as well as individuals.
Impact of Effective Performance Appraisal Systems on Employee Motivation and ...Dr. Nazrul Islam
Healthy economic development requires properly managing the banking industry of any
country. Along with state-owned banks, private banks play a critical role in the country's economy.
Managers in all types of banks now confront the same challenge: how to get the utmost output from
their employees. Therefore, Performance appraisal appears to be inevitable since it set the
standard for comparing actual performance to established objectives and recommending practical
solutions that help the organization achieve sustainable growth. Therefore, the purpose of this
research is to determine the effect of performance appraisal on employee motivation and retention.
Ganpati Kumar Choudhary Indian Ethos PPT.pptx, The Dilemma of Green Energy Corporation
Green Energy Corporation, a leading renewable energy company, faces a dilemma: balancing profitability and sustainability. Pressure to scale rapidly has led to ethical concerns, as the company's commitment to sustainable practices is tested by the need to satisfy shareholders and maintain a competitive edge.
A presentation on mastering key management concepts across projects, products, programs, and portfolios. Whether you're an aspiring manager or looking to enhance your skills, this session will provide you with the knowledge and tools to succeed in various management roles. Learn about the distinct lifecycles, methodologies, and essential skillsets needed to thrive in today's dynamic business environment.
Colby Hobson: Residential Construction Leader Building a Solid Reputation Thr...dsnow9802
Colby Hobson stands out as a dynamic leader in the residential construction industry. With a solid reputation built on his exceptional communication and presentation skills, Colby has proven himself to be an excellent team player, fostering a collaborative and efficient work environment.
12 steps to transform your organization into the agile org you deservePierre E. NEIS
During an organizational transformation, the shift is from the previous state to an improved one. In the realm of agility, I emphasize the significance of identifying polarities. This approach helps establish a clear understanding of your objectives. I have outlined 12 incremental actions to delineate your organizational strategy.
2. OBJECTIVES
To teach you to read letters or letter requests
carefully before responding.
To teach you the importance of creating formal
and informal documents.
To teach you basic letter formats and letter-
writing strategies.
To teach you letter-writing etiquette.
3. DEFINITION OF “LETTER”
Letter
“A written or printed communication directed to a
person or organization
Letters may be created and sent as:
E-mail or electronic transmissions
Hand-delivered transmissions
Regular mail transmissions
4. LETTER WRITING ETIQUETTE
Etiquette is good manners or appropriate or accepted social practices that
reflect and promote civility.
When should you write a letter?
To thank someone who has been gracious, kind or helpful to
you.
When you need assistance or answers to help you make intelligent decisions.
To respond to a letter or letter request that you have
recently received. (do not wait too long)
To create legal documents that record information and support claims.
To show that you are a courteous, professional, detail-
oriented person who is aware of etiquette.
5. WHY LETTER WRITING MATTERS
“A writer, writing away, can always fix himself up to
make himself more presentable, but a man who
has written a letter is stuck with it for all time.”
– E. B. White
Therefore . . .
Letters should be truthful as they may become a permanent
record of what you know, think or feel at the time you are
writing the letter.
Letters have come back to haunt many people.
Letters reflect the character and communication skill of the
writer.
6. BEFORE WRITING A LETTER . . .
Read (1) the letter or letters to which you need or want to
respond; or (2) read a written announcement or article
motivating or requesting a letter response.
(News stories, displays and billboards, and even oral comments
that others have voiced may spark your passion to write a letter.
Listening, is therefore important to letter writers.)
Examine the tone (language) of the letter, announcement or other
printed material to which you will respond. The tone of the motivating
piece helps you determine the tone of your written response (formal or
informal).
Identify your audience and purpose in order to determine the type
of letter you
will write (formal or informal).
Think about / Plan your response.
7. LETTER MECHANICS –
1. PRONOUN (POINT OF VIEW)
The use of personal pronouns is important in
letters . . . I, he, she, it, we, they, you
In a letter, do not refer to yourself in the third
person by using one or the writer.
It is perfectly natural and appropriate to refer to
yourself as I and to the reader as you.
8. LETTER MECHANICS –
2. FOCUS AND SPECIFICITY
Be Focused; however, avoid choppy sentences.
Don't be so concise that your tone is blunt.
Use terminology and concepts related to the industry / field. (Jargon may
be appropriate in business writing. )
Avoid vagueness. Be specific in your requests or statements of facts.
9. LETTER MECHANICS –
3. ACTIVE VERSUS PASSIVE VOICE
Examples
PASSIVE Sentence : It was discovered that the salary totals
were incorrect.
Who discovered “it” [the problem]? The underpaid
employee, The payroll specialist, The Accounting
Department, An Intern, The IRS? (Be specific.)
Revised ACTIVE sentence: The Accounting Department
discovered that the salary totals were incorrect.
10. TWO CATEGORIES OF LETTERS
Business Letters (format writing; more formal
writing that may share elements of essay writing)
Personal Letters (often informal; may be addressed
to a friend or familiar acquaintance about a
personal subject; may regard a personal problem,
issue or even a personal business matter
to ones personal finances or personal legal
11. BUSINESS LETTERS
Business letters are documents created to:
o persuade or inform readers (Ex: a letter from a
candidate requesting your vote)
o analyze a concept or situation (Ex: a letter from the
human resources manager explaining the new
payroll deposit system to company employees)
o propose a solution (a letter offering a plan to
reduce or prevent school violence)
o correct some perceived error or miscommunication.
(Ex: a letter to a creditor about a billing error you
have noticed)
13. •Acceptance Letter (yes/ legal)
•Acknowledgement Letter (Receipt)
•Adjustment Letter (a legal
document / addresses a complaint
or claim)
•Application Letter (request job
consideration/ interview)
•Complaint Letter (a legal document)
•Cover Letter (accompanies resume
or order)
•Inquiry Letter (posing a question)
•Order Letter (request letter)
•Refusal Letter (reject an offer)
•Response Letter (answers inquiry)
•Sales Letter (marketing)
•Identify your reader
•Establish your objective
•Determine your scope (how
much researched
information to include )
•Organize your letter
•Draft your letter
•Close (End) Your Letter
•Review and Revise Your Letter
(proof for physical problems and
edit for logic issues)
Common Types of Business Letters
To write any type of
business letter, follow
these basic steps:
14.
15. GENERAL PARTS OF EVERY BUSINESS LETTER
Heading (sender’s return address and date)
Inside Address (recipient’s address)
Salutation (greeting)
Body (paragraphs)
Complimentary Close
Signature Line (with or without title)
Enclosure (optional)
cc notation (copies sent to others)
16. GENERAL STATEMENTS ABOUT BUSINESS
LETTER WRITING
“Business letters [are] required in many different
situations . . . from applying for a job to requesting
or delivering information.”
Writing for business should be “crisp and succinct. It
should be to the point, specific and accurate.”
“Even though business writing is possibly less formal
than it once was, your writing must . . . adhere to the
conventions of standard British English” (spelling and
grammar rules)
20. Modified Block Style Block Style
Semi-block Style
GENERAL LETTER LAYOUTS / STYLES
21. 1. Block Style
(Simplified) Letter
Format
SAMPLE
Signature Block: Align this with the Complimentary
Close. Leave four blank lines to sign your name.
Don’t forget to sign your name exactly as you typed
it. Your title is optional and depends on the relevancy
and degree of formality you need or want to establish.
Source:http://jobsearchtech.about.com/od/letters/l/bl_mblock_p.htm
Letter head
Everything flush
to left margin with
no indents.
22. 2. Modified
Block Style
Letter Format
SAMPLE
Paragraphs are not
indented; however,
these parts of the
letter are centered:
•Sender’s return address
•Date letter written
•Complimentary closing
•Sender’s signature/title
http://www.englishplus.com/grammar/00000144.htm
23. Company Logo or Letterhead
March 15, 2007
Mr. John Smith,
Director of Operations
Barry Nigeria Plc
15 Ikeja Street,
Lagos.
Dear Mr. Smith:
Thank you for your inquiry about Semi-Block format for letters. What
follows is a quick summary of the format and the conventions it uses.
Semi-block format or style is frequently called modified semi-block
because it is a slightly less formal modification of full block format. This letter
style places the date line in alignment with, or slightly to the right of dead
center. Another option for placing the date line in semi-block is flush right.
Similar to full block, semi-block places the inside address, salutation and any
end notations flush with the left margin. However, unlike full block, each body
paragraph of semi-block is indented five spaces. The complimentary close
and signature block are aligned under the date.
This page illustrates the spacing and layout of semi-block format. Both full
block and semi-block formats generally contain all of the necessary parts of a
letter.
Sincerely yours ,
3. Semi-block
Style Letter
Format
SAMPLE
Indent paragraphs 5
spaces. Everything
else is flush at the left
margin.
24. BUSINESS LETTER
SALUTATION / GREETING
A Business letter’s text starts with a simple and professional
greeting such as,
The Word Dear, Mr./Ms./Title, & Last name of Person:”
Examples
Dear Dr. Smith:
Dear Ms. Gloria:
The difference between personal and business letter greetings
is that a colon (:) follows the greeting of a business letter and a
comma (,) follows the greeting of a personal letter
25. BODY
A generally acceptable format for the body of most business letters
is block style, with no indentions or centering of any parts.
Paragraphs should also be single spaced within the paragraph and
double spaced between different paragraphs.
26. BUSINESS LETTER CONTENT
Each paragraph in the business letter should contain
different topics.
The first paragraph should grab attention and state
the reason for the letter.
The middle paragraphs, as in most letters, should
support your reason and go into details.
In the final paragraph, it professional etiquette for
the writer to thank the reader for taking his or her
time to read the letter.
27. CLOSING
The end of a business letter marks the biggest difference between
business and personal letters.
The ending of a business letter usually states ‘Sincerely,’ followed
by three blank lines for the writer’s signature and then
the writer’s typed name.
28. LETTER-WRITING PRACTICE EXERCISE:
RESPONSE LETTER
Behave as if you have just received the
Letter of Application in the next slide.
You must notify the person that he or she
did not get the job and that your company
has recently filled the advertised position.
Write a one-paragraph letter to the
applicant. (See upcoming slide for a
suggested approach to writing the letter.)
29. Read this Sample Business Letter (Letter of Application) below.
6123 Farrington Road
Troy, Alabama 27514
January 11, 2007
Taylor, Inc.
Mr. John Coker,3 Park Avenue
Ikoyi, Lagos
Dear Mr. Coker:
I just read an article in the News and Observer about Taylor's new computer center just north of Durham. I
would like to apply for a position as an entry-level programmer at the center.
I understand that Taylor produces both in-house and customer documentation. My technical-writing skills, as
described in the enclosed resume, are well suited to your company. I am a recent graduate of Troy University
in Troy, Alabama, with an Associate's Degree in Computer Science. In addition to having taken a broad range
of courses, I served as a computer consultant at the college's computer center where I helped train computer
users on new systems.
I will be happy to meet with you at your convenience and discuss how my education and experience match
your needs. You can reach me at my home address, at (080) 233-1552, or at crock@devry.alumni.edu.
Sincerely,
Raymond Graduate
This letter is written in Modified Block Style. Indent
the sender’s address, letter date, complimentary
close, & signature. Everything else is flush to the left
margin. Single Space throughout, except double
Space between new paragraphs. Center letter on the
page.
Sender’s Return address
Complimentary Closing
Inside address
(receiver)
30. SUGGESTIONS FOR RESPONDING
Reminder to supply address information.
Include salutation.
Acknowledge receipt of the application
package.
Thank the applicant for his interest.
Notify the applicant that the position has been
filled.
Let the applicant know that you will keep the
application packet on file.