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Writing a Business Letter. Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body.

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Presentation on theme: "Writing a Business Letter. Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body."— Presentation transcript:

1 Writing a Business Letter

2 Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body Complimentary Closing Complimentary Closing Writer’s Name and Title Writer’s Name and Title Reference Initials Reference Initials

3 Letterhead The letter head is the heading at the top of a letter. 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. 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 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 Phone Fax 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 Gayle McNeal 2650 Jean Way 2650 Jean Way West Jordan Utah West Jordan Utah Phone Phone September 15, 2005 September 15, 2005 Xi’an International Studies University Xi’an International Studies University

6 Date Line The date line is used to indicate the date the letter was written. 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. 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, ) 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, )

7 Date Line Cont. If you are writing to England use the day/month/ year If you are writing to England use the day/month/ year If you are writing to China use the year/month/day 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 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. Write out the date two inches from the top of the page.

8 Inside Address The inside address is the recipient’s 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. 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 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: Follow a woman’s preference in being addressed as: Miss, Mrs., or Ms. Miss, Mrs., or Ms. If you are unsure of a woman’s preference in being addressed, use Ms. If you are unsure of a woman’s preference in being addressed, use Ms. Check page 13 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. 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. 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. 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. The inside address begins two lines below the date. It should be left justified, no matter which format you are using. It should be left justified, no matter which format you are using. See pages 12 and 15 See pages 12 and 15

12 Salutation Use the same name as the inside address, including the personal title. 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:). 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. In all other cases, however, use the personal title and full name followed by a colon. Leave one line blank after the salutation. 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." 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. 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: For example, you might write Dear Chris Harmon:

14 Examples or Salutations Dear Personnel Director, Dear Personnel Director, Dear Sir or Madam (use if you don't know who you are writing to) 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. 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) 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) 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. For block and modified block formats, single space and left justify each paragraph within the body of the letter. See page 12 See page 12 Leave a blank line between each paragraph. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. 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. 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 next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. 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 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, With reference to your advertisement in the Times, your letter of 23 rd March, your letter of 23 rd March, your phone call today, your phone call today, Thank you for your letter of March 5 th Thank you for your letter of March 5 th

18 The Reason for Writing I am writing to enquire about I am writing to enquire about I am writing to apologize for I am writing to apologize for I am writing to confirm I am writing to confirm

19 Requesting Could you possibly? Could you possibly? I would be grateful if you could 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. Thank you for your help. Please contact us again if we can help in any way. Please contact us again if we can help in any way. If there are any problems. If there are any problems. If you have any questions. If you have any questions.

22 Reference to Future Contact I look forward to... I look forward to... hearing from you soon. hearing from you soon. meeting you next Tuesday. meeting you next Tuesday. seeing you next Thursday. seeing you next Thursday.

23 Closing The closing begins at the same horizontal point as your date. The closing begins at the same horizontal point as your date. One line after the last body paragraph. One line after the last body paragraph. Capitalize the first word only (i.e., Thank you) Capitalize the first word only (i.e., Thank you) Leave four lines between the closing and the sender’s name for a signature. Leave four lines between the closing and the sender’s name for a signature. Put your position if you would like to. Put your position if you would like to.

24 Closing (Cont.) If a colon follows the salutation, a comma should follow the closing If a colon follows the salutation, a comma should follow the closing otherwise, there is no punctuation after 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 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) Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best wishes, Best regards, (If the person is a close business contact or friend) 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. Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials. If you typed the letter yourself, omit the typist initials. See page 15 in your book 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. 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. 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. 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 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. 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. It should have the letters Cc in front of the information. See page 15 in your text book. See page 15 in your text book.

29 Postscript The postscript is used to add an afterthought. The postscript is used to add an afterthought. In sales letters, it is used mainly as added punch. In sales letters, it is used mainly as added punch. Use the initials PS before the message. Use the initials PS before the message.

30 Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body Complimentary Closing Complimentary Closing Writer’s Name and Title Writer’s Name and Title Reference Initials Reference Initials

31 Format When writing business letters, you must pay special attention to the format and font used. 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. 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. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. See page 12 See page 12

32 Format Cont. Another widely utilized format is known as modified block format. Another widely utilized format is known as modified block format. the body of the letter is left justified and single-spaced. the body of the letter is left justified and single-spaced. the date and closing are in alignment in the center of the page. the date and closing are in alignment in the center of the page.

33 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 Format Cont.

34 PAGE SETUP Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm) 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 quality paper for both your letter and envelope Use a good printer, preferably a laser printer, to achieve the best possible effect Use a good printer, preferably a laser printer, to achieve the best possible effect Eliminate spelling and grammar errors Eliminate spelling and grammar errors

35 Group Activity In a group you will write a letter. In a group you will write a letter. You will turn the letter in at the end of class You will turn the letter in at the end of class Use all the parts of a letter Use all the parts of a letter The return address The return address Date line Date line Inside address Inside address Salutation Salutation Body of the letter three paragraphs Body of the letter three paragraphs Complimentary closing Complimentary closing Signature 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.) 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 Decide on a date, inside address, and salutation Write the body of the letter Write the body of the letter Use a complimentary close and sign 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. 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 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. 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. 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. 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. Complete the letter with all of the parts we used in the group letter. The letter must be written or typed very neatly. The letter must be written or typed very neatly. Correct all mistakes. Correct all mistakes.

39 Grade You will be graded on how well you use the information from the chapter and my lecture. 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. 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. Any late assignments will not receive a grade. If you are going to be absent send your assignment with a classmate. If you are going to be absent send your assignment with a classmate.

40 Remember: All papers must contain the following information All papers must contain the following information 3-18 Student number 3-18 Student number James /Chinese name Name James /Chinese name Name Oct 6 Due Date Oct 6 Due Date Letter Writing Assignment Name Letter Writing Assignment Name

41 Additional Helps and Practice If you need more help you may go to the following website. If you need more help you may go to the following website. On this website there are 591 different letters for you to read. On this website there are 591 different letters for you to read.


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