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Communications 11 and 12 What is a Business Letter? Overview of Letter Parts –Dateline and Letter Address –Salutation –Closing Letter Parts Letter Format.

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Presentation on theme: "Communications 11 and 12 What is a Business Letter? Overview of Letter Parts –Dateline and Letter Address –Salutation –Closing Letter Parts Letter Format."— Presentation transcript:

1 Communications 11 and 12 What is a Business Letter? Overview of Letter Parts –Dateline and Letter Address –Salutation –Closing Letter Parts Letter Format Letter Placement

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

3 Dateline and Letter Address Dateline –Date letter is mailed –QS (4 spaces below dateline) Letter address –Person who receives the letter –Include personal title –One space before Postal Code One space before Postal Code Include personal title

4 Salutation –Salutation is the greeting –Open punctuation requires no mark following the salutation No punctuation following the salutation

5 Proper Salutations Ladies and Gentlemen –Appropriate when the letter is addressed to a company Dear title and surname –Standard letter address –Use professional titles (Dr., Rev.) or personal titles (generally Mr. or Ms.) –Example: Dear Mr. McDonald

6 Letter Parts Body –Body is the message Complimentary closing –The complimentary closing is the farewell Writer’s name and title –QS (4 spaces)below complimentary close

7 Block Letter Style All lines begin at left margin Default side margins Vertical position: –Center the page vertically or –Position dateline 2.3” to 3” from the top of the page, depending on length of the letter

8 LengthMarginsPosition on Page Short (1-2 Para) DefaultCenter page Average (3-4 Para)DefaultCenter page or Dateline 2.7” from top Long (4 or more Para)Default Center page or Dateline 2.3” from top Letter Placement Table

9 Centering Letter on Page File Page setup Layout tab Vertical alignment Center

10 Print Preview Shows how a document will look when it is printed. Use it to check the placement and format of the letter before printing.

11 Steps to Creating a Letter 1.Key the letter 2.Use correct spacing between parts 3.Correct errors 4.Check the spelling 5.Delete extra hard returns (¶) above date or below initials 6.Center letter on page 7.Use Print Preview to check placement 8.Position date manually if necessary 9.Print, proofread, edit if necessary

12 Sample Letter Click letter to see sample business letter with proper formatting


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