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Writing a Business Letter
Overview of Letter Parts

   Letterhead
   Dateline
   Letter Address
   Salutation
   Body
   Complimentary Closing
   Writer’s Name and Title
   Reference Initials
Letterhead
 The letter head is the heading at the
  top of a letter.
 It usually consists of the name, address,
  telephone number and fax number of
  the company.
 The letterhead can be typed out but it
  is usually printed on the company’s
  stationery
Return Address

        2650 Jean Way West Jordan Utah
                        84084
       Phone 1 801 569 9463 Fax 1 801 784
                         6734




If you do not have a letter head you
must write your name, address and
telephone number at the top of the page
or above the inside address
Return address
   Gayle McNeal
   2650 Jean Way
   West Jordan Utah 84084
   Phone 1 801 569 9463

   September 15, 2005

   Xi’an International Studies University
Date Line
 The date line is used to indicate the date
  the letter was written.
 If your letter is completed over a number
  of days, use the date it was finished and
  mailed.
 When writing to companies within the
  United States, use the American date
  format. (The United States-based
  convention for formatting a date places
  the month before the day. For example:
  June 11, 2001. )
Date Line Cont.
   If you are writing to England use the
    day/month/ year
   If you are writing to China use the
    year/month/day
   Depending which format you are using for
    your letter, either left justify the date or center
    it horizontally. See pages 12 and 15
   Write out the date two inches from the top of
    the page.
Inside Address
   The inside address is the recipient’s address.
   It is always best to write to a specific
    individual at the firm to which you are
    writing.
   If you do not have the person’s name, do
    some research by calling the company or
    speaking with employees from the company
INSIDE ADDRESS Cont.
   Follow a woman’s preference in being
    addressed as:
   Miss, Mrs., or Ms.

   If you are unsure of a woman’s preference in
    being addressed, use Ms.
   Check page 13
INSIDE ADDRESS Cont
   If there is a possibility that the person
    to whom you are writing is a Dr. or
    has some other title, use that title.

 Usually, people will not mind being
    addressed by a higher title than they
    actually possess.
INSIDE ADDRESS Cont
   For international addresses, type the name
    of the country in all-capital letters on the last
    line.
   The inside address begins two lines below
    the date.
   It should be left justified, no matter which
    format you are using.
   See pages 12 and 15
Salutation
  Use the same name as the inside
  address, including the personal title.
 If you know the person and typically
  address them by their first name, it is
  acceptable to use only the first name in
  the salutation (i.e., Dear Lucy:).
 In all other cases, however, use the
  personal title and full name followed by
  a colon.
 Leave one line blank after the
  salutation.
Salutation Cont.
 If you don’t know a reader’s gender,
  use a nonsexist salutation, such as "To
  Whom it May Concern."
 It is also acceptable to use the full
  name in a salutation if you cannot
  determine gender.
 For example, you might write Dear
  Chris Harmon:
Examples or Salutations
   Dear Personnel Director,
   Dear Sir or Madam (use if you don't know
    who you are writing to)
   Dear Mr., Mrs., Miss or Ms (use if you
    know who you are writing to.
   VERY IMPORTANT use Ms for women
    unless asked to use Mrs. or Miss)
   Dear Frank (use if the person is a close
    business contact or friend)
Body

   For block and modified block formats,
    single space and left justify each paragraph
    within the body of the letter.
    See page 12
   Leave a blank line between each paragraph.
   When writing a business letter, be careful to
    remember that conciseness is very important.
Body (Cont.)
   In the first paragraph, consider a friendly opening
    and then a statement of the main point.
   The next paragraph should begin justifying the
    importance of the main point.
    In the next few paragraphs, continue justification
    with background information and supporting
    details.
   The closing paragraph should restate the purpose
    of the letter and, in some cases, request some type
    of action.
The Reference
Give a reference for the reason you are writing


 With reference to your advertisement in
  the Times,
 your letter of 23 rd March,

 your phone call today,

 Thank you for your letter of March 5 th
The Reason for Writing

 I am writing to enquire about

 I am writing to apologize for

 I am writing to confirm
Requesting
 Could you possibly?
 I would be grateful if you could


 Agreeing to Requests
•I would be delighted to
Giving Bad News
•Unfortunately
•I am afraid that

     Enclosing Documents
•I am enclosing
•Please find enclosed
•Enclosed you will find
Closing Remarks
 Thank you for your help.

 Please contact us again if we can
  help in any way.
 If there are any problems.

 If you have any questions.
Reference to Future Contact
    I look forward to ...

    hearing from you soon.

    meeting you next Tuesday.

    seeing you next Thursday.
Closing
 The closing begins at the same
  horizontal point as your date.
 One line after the last body paragraph.
 Capitalize the first word only (i.e.,
  Thank you)
 Leave four lines between the closing
  and the sender’s name for a signature.
 Put your position if you would like to.
Closing (Cont.)
 If a colon follows the salutation, a
    comma should follow the closing

    otherwise, there is no punctuation
    after the closing.
Finish The

 Yours faithfully, (If you don't know the
  name of the person you're writing to)
 Yours sincerely, (If you know the name
  of the person you're writing to)
 Best wishes,

 Best regards, (If the person is a close
  business contact or friend)
Typist Initials

 Typist initials are used to indicate
    the person who typed the letter.

   If you typed the letter yourself,
    omit the typist initials.

 See page 15 in your book
Enclosures Notation
   If you have enclosed any documents along with the
    letter, such as a resume, you indicate this simply
    by typing Enclosures one line below the closing.
   As an option, you may list the name of each
    document you are including in the envelope.
    For instance, if you have included many
    documents and need to insure that the recipient is
    aware of each document, it may be a good idea to
    list the names.
   See page 15
Copy Notation
 If you are sending a copy of the letter to
  another person or company, include
  that information at the bottom of the
  page.
 It should have the letters Cc in front of
  the information.
 See page 15 in your text book.
Postscript
   The postscript is used to add an
    afterthought.

   In sales letters, it is used mainly as added
    punch.

   Use the initials PS before the message.
Overview of Letter Parts
   Letterhead
   Dateline
   Letter Address
   Salutation
   Body
   Complimentary Closing
   Writer’s Name and Title
   Reference Initials
Format
 When writing business letters, you
  must pay special attention to the format
  and font used.
 The most common layout of a business
  letter is known as block format.
 Using this format, the entire letter is
  left justified and single spaced except
  for a double space between paragraphs.
 See page 12
Format Cont.
 Another widely utilized format is
  known as modified block format.
 the body of the letter is left
  justified and single-spaced.
 the date and closing are in
  alignment in the center of the
  page.
Format Cont.
The final, and least used, style is
semi-block.

It is much like the modified block
style except that each paragraph is
indented instead of left justified.

See page 15
PAGE SETUP
 Leave a good margin on both sides (2-
  5cm) and on top and bottom (3-5cm)
 Use quality paper for both your letter
  and envelope
 Use a good printer, preferably a laser
  printer, to achieve the best possible
  effect
 Eliminate spelling and grammar errors
Group Activity
   In a group you will write a letter.
   You will turn the letter in at the end of class
   Use all the parts of a letter
       The return address
       Date line
       Inside address
       Salutation
       Body of the letter three paragraphs
       Complimentary closing
       Signature
Assignment.
Use Chapter 2 as a resource
  Write a letter to Roger Owens, President of XYZ
   Corporation. He will be visiting your city next
   week. In the letter invite him and his wife to
   dinner on Thursday night. (Be sure to specify the
   time and place of the dinner.)
  Decide on a date, inside address, and salutation
  Write the body of the letter
  Use a complimentary close and sign the letter.
Assignment cont.
   In the first paragraph, consider a friendly
    opening and then a statement of the main
    point.
   The next paragraph should begin justifying
    the importance of the main point.
   The closing paragraph should restate the
    purpose of the letter and, in some cases,
    request some type of action.
Homework Assignment
   Will be due next week.
   You are Roger Owens. Respond to the
    Letter you wrote in class today. You will be
    accepting or declining the invitation.
   Complete the letter with all of the parts we
    used in the group letter.
   The letter must be written or typed very
    neatly.
   Correct all mistakes.
Grade
   You will be graded on how well you use the
    information from the chapter and my lecture.
   Your grade will also reflect how you used the
    twelve steps that you learned in last weeks lesson.
   Any late assignments will not receive a grade.
   If you are going to be absent send your assignment
    with a classmate.
Remember:
   All papers must contain the following
    information
   3-18 Student number
   James /Chinese name Name
   Oct 6 Due Date
   Letter Writing Assignment Name
Additional Helps and Practice
 If you need more help you may go
  to the following website.
 On this website there are 591
  different letters for you to read.
   http://www.4hb.com/letters/index.html

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Writing a business letter

  • 2. Overview of Letter Parts  Letterhead  Dateline  Letter Address  Salutation  Body  Complimentary Closing  Writer’s Name and Title  Reference Initials
  • 3. Letterhead  The letter head is the heading at the top of a letter.  It usually consists of the name, address, telephone number and fax number of the company.  The letterhead can be typed out but it is usually printed on the company’s stationery
  • 4. Return Address 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 Fax 1 801 784 6734 If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address
  • 5. Return address  Gayle McNeal  2650 Jean Way  West Jordan Utah 84084  Phone 1 801 569 9463  September 15, 2005  Xi’an International Studies University
  • 6. Date Line  The date line is used to indicate the date the letter was written.  If your letter is completed over a number of days, use the date it was finished and mailed.  When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. )
  • 7. Date Line Cont.  If you are writing to England use the day/month/ year  If you are writing to China use the year/month/day  Depending which format you are using for your letter, either left justify the date or center it horizontally. See pages 12 and 15  Write out the date two inches from the top of the page.
  • 8. Inside Address  The inside address is the recipient’s address.  It is always best to write to a specific individual at the firm to which you are writing.  If you do not have the person’s name, do some research by calling the company or speaking with employees from the company
  • 9. INSIDE ADDRESS Cont.  Follow a woman’s preference in being addressed as:  Miss, Mrs., or Ms.  If you are unsure of a woman’s preference in being addressed, use Ms.  Check page 13
  • 10. INSIDE ADDRESS Cont  If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title.  Usually, people will not mind being addressed by a higher title than they actually possess.
  • 11. INSIDE ADDRESS Cont  For international addresses, type the name of the country in all-capital letters on the last line.  The inside address begins two lines below the date.  It should be left justified, no matter which format you are using.  See pages 12 and 15
  • 12. Salutation  Use the same name as the inside address, including the personal title.  If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:).  In all other cases, however, use the personal title and full name followed by a colon.  Leave one line blank after the salutation.
  • 13. Salutation Cont.  If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern."  It is also acceptable to use the full name in a salutation if you cannot determine gender.  For example, you might write Dear Chris Harmon:
  • 14. Examples or Salutations  Dear Personnel Director,  Dear Sir or Madam (use if you don't know who you are writing to)  Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to.  VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss)  Dear Frank (use if the person is a close business contact or friend)
  • 15. Body  For block and modified block formats, single space and left justify each paragraph within the body of the letter.  See page 12  Leave a blank line between each paragraph.  When writing a business letter, be careful to remember that conciseness is very important.
  • 16. Body (Cont.)  In the first paragraph, consider a friendly opening and then a statement of the main point.  The next paragraph should begin justifying the importance of the main point.  In the next few paragraphs, continue justification with background information and supporting details.  The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
  • 17. The Reference Give a reference for the reason you are writing  With reference to your advertisement in the Times,  your letter of 23 rd March,  your phone call today,  Thank you for your letter of March 5 th
  • 18. The Reason for Writing  I am writing to enquire about  I am writing to apologize for  I am writing to confirm
  • 19. Requesting  Could you possibly?  I would be grateful if you could Agreeing to Requests •I would be delighted to
  • 20. Giving Bad News •Unfortunately •I am afraid that Enclosing Documents •I am enclosing •Please find enclosed •Enclosed you will find
  • 21. Closing Remarks  Thank you for your help.  Please contact us again if we can help in any way.  If there are any problems.  If you have any questions.
  • 22. Reference to Future Contact I look forward to ... hearing from you soon. meeting you next Tuesday. seeing you next Thursday.
  • 23. Closing  The closing begins at the same horizontal point as your date.  One line after the last body paragraph.  Capitalize the first word only (i.e., Thank you)  Leave four lines between the closing and the sender’s name for a signature.  Put your position if you would like to.
  • 24. Closing (Cont.)  If a colon follows the salutation, a comma should follow the closing  otherwise, there is no punctuation after the closing.
  • 25. Finish The  Yours faithfully, (If you don't know the name of the person you're writing to)  Yours sincerely, (If you know the name of the person you're writing to)  Best wishes,  Best regards, (If the person is a close business contact or friend)
  • 26. Typist Initials  Typist initials are used to indicate the person who typed the letter.  If you typed the letter yourself, omit the typist initials.  See page 15 in your book
  • 27. Enclosures Notation  If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing.  As an option, you may list the name of each document you are including in the envelope.  For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names.  See page 15
  • 28. Copy Notation  If you are sending a copy of the letter to another person or company, include that information at the bottom of the page.  It should have the letters Cc in front of the information.  See page 15 in your text book.
  • 29. Postscript  The postscript is used to add an afterthought.  In sales letters, it is used mainly as added punch.  Use the initials PS before the message.
  • 30. Overview of Letter Parts  Letterhead  Dateline  Letter Address  Salutation  Body  Complimentary Closing  Writer’s Name and Title  Reference Initials
  • 31. Format  When writing business letters, you must pay special attention to the format and font used.  The most common layout of a business letter is known as block format.  Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.  See page 12
  • 32. Format Cont.  Another widely utilized format is known as modified block format.  the body of the letter is left justified and single-spaced.  the date and closing are in alignment in the center of the page.
  • 33. Format Cont. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified. See page 15
  • 34. PAGE SETUP  Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm)  Use quality paper for both your letter and envelope  Use a good printer, preferably a laser printer, to achieve the best possible effect  Eliminate spelling and grammar errors
  • 35. Group Activity  In a group you will write a letter.  You will turn the letter in at the end of class  Use all the parts of a letter  The return address  Date line  Inside address  Salutation  Body of the letter three paragraphs  Complimentary closing  Signature
  • 36. Assignment. Use Chapter 2 as a resource  Write a letter to Roger Owens, President of XYZ Corporation. He will be visiting your city next week. In the letter invite him and his wife to dinner on Thursday night. (Be sure to specify the time and place of the dinner.)  Decide on a date, inside address, and salutation  Write the body of the letter  Use a complimentary close and sign the letter.
  • 37. Assignment cont.  In the first paragraph, consider a friendly opening and then a statement of the main point.  The next paragraph should begin justifying the importance of the main point.  The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
  • 38. Homework Assignment  Will be due next week.  You are Roger Owens. Respond to the Letter you wrote in class today. You will be accepting or declining the invitation.  Complete the letter with all of the parts we used in the group letter.  The letter must be written or typed very neatly.  Correct all mistakes.
  • 39. Grade  You will be graded on how well you use the information from the chapter and my lecture.  Your grade will also reflect how you used the twelve steps that you learned in last weeks lesson.  Any late assignments will not receive a grade.  If you are going to be absent send your assignment with a classmate.
  • 40. Remember:  All papers must contain the following information  3-18 Student number  James /Chinese name Name  Oct 6 Due Date  Letter Writing Assignment Name
  • 41. Additional Helps and Practice  If you need more help you may go to the following website.  On this website there are 591 different letters for you to read.  http://www.4hb.com/letters/index.html