2 What is a business letter? A form of communication used to convey a formal message to one or more parties.
3 What are some examples of a business letter? Bank’s communication to customers.Company’s communication to stockholders.Superintendent’s communication to parents.
4 MarginsIn general, adjust the margins so that the letter has a uniform amount of white space at each margin and is slightly oriented to the top or centered.Leave at least .5 inches below the letterhead.
11 Subject Line (optional) Keyed below the salutation because it is considered part of the message.Key the word Subject in all caps, followed by a colon and the topic, also in all caps.Gives the reader a quick overview of the topic.
12 Message The letter content. Key paragraphs in single space format with a double space between.
14 Company SignatureKeyed name of the company in all caps, placed a double space below the complimentary close.
15 Writer’s Signature Block Author’s name and title, which may be keyed on one or two lines, depending on length.
16 Reference InitialsInitials of the typist of the letter and sometimes the author as well (keyed first).Example: bc/mw or BC/MWNo punctuation is used with the initials.
17 Enclosure Notation (optional) Indicates that another document is included with the letter. Sometimes the enclosures are identified. Example: Enclosure: Résumé
18 Copy Notation (optional) Indicates the names of other parties who have received copies of the letter. Example: cc Mrs. Dian Moon
19 Punctuation Styles Mixed Punctuation Open Punctuation A colon is keyed after the salutation (Dear Mrs. May:).A comma is keyed after the complimentary close (Sincerely,).Open PunctuationNo punctuation after the salutation or the complimentary close.
20 Letter Formats Block Style- All lines begin at the left margin. Modified Block Style - The date and closure are keyed AT center point (about 6 tabs).
21 Guidelines to KeyingA quadruple space follows the date line, leaving three blank lines between the date and the inside addressA double space follows the inside address, leaving one blank line between the inside address and the salutationA double space follows the salutation, leaving one blank line between the salutation and the bodyThe body of the letter is single spaced, with a double space between paragraphsA double space precedes the complimentary close
22 More Guidelines to Keying If the company signature is included in the letter, it is keyed a double space below the complimentary close and a quadruple space (three blank lines) above the writer’s signature blockIf no company signature is included in the letter, the writer’s signature block is keyed a quadruple space below the complimentary closeA double space separates the writer’s signature block from any remaining parts of the letterReference initials, enclosure notation, copy notation, etc. are single or double spaced Reference initials are not required when the writer is also the typist
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