1. Business Letters

2. Advantages of a Written Message
Provides both you and the reader with a record of the request
May be taken more seriously
Less easily forgotten than a spoken request

3. Parts of a Letter Heading Inside address Salutation Body
Complimentary Closing
Signature
Initials
Enclosures
Copies

4. Heading At top of the letter Your address Your city Your state
Your zip code
Today’s date

5. Inside Address 4-7 returns after Heading Other Person’s address
Other Person’s city/state/zip code

6. Salutation 2 returns after inside address
Dear ---- Sir, Madam, Mr., Mrs., etc
Use colon after salutation

7. Body of Letter 2 returns after Salutation Single spaced
Doubled spaced between paragraphs
Full block style – no indenting

8. Complimentary Closing
2 returns after body of letter
Sincerely, Truly yours, etc
Use a comma after closing

9. Signature 4 returns after complimentary closing
Type your name and title if needed
Your signature goes between complimentary closing and typed name
Use black or blue pen

10. Extras 2 returns after signature Initials Enclosure CC
If someone else typed it for you
SG:mg
Enclosure
If you are sending something along CC
Copies sent to someone else

11. Medford Areas Senior High
1015 West Broadway
Medford WI, 54451
March 3, 2008
4-7
Kraft Pizza
940 S. Whelen Ave 4
Dear Sir or Madam: 2
Thank you for your prompt response to our request for donations for our Annual School-to-Work fair and workshop. We appreciate your willingness to help our students in this endeavor.
We will be using your donation to help set up booths and displays at the fair. We will also be using a portion of the donation to provide refreshments for the participants.
Thank you again for your cooperation and willingness to help the students of Medford Area Senior High.
Sincerely,
Shari Gajewski
Special Education Department
SG:mg
Enclosure
cc: Jim Smith

12. Required for Business Letters
Need to be written in an appropriate style
Effective letter styles
Be courteous
Be conversational
Avoid awkward phrases or insensitive language

13. Organization of a Letter
Situation
1st
Introduces the message
State the subject and purpose
Answers the question, “Why are you writing this?”

14. Organization of a Letter
Explanation
2nd
Middle of letter
Presents the information and ideas
Heart of the message
The details
Answers the question, “What’s it all about?”

15. Organization of a Letter
Action
3rd
Conclusion
Focuses on outcomes
What you want the reader to do, when and how
Answers the question, “What’s next?”

16. Types of Letters
Informative Letter
Letter of Inquiry
Complaint Letter

17. Informative Letter Deliver a message Examples
Give instructions or directions
Keep others informed about latest developments
Company opportunities
Provide record of meeting or agreement

18. Letter of Inquiry Seek information about a Job Person Product Service
Policy
Procedure

19. Letter of Inquiry Questions the letter writer asks himself or herself?
What do I want or need?
By when?

20. Letter of Inquiry Why? Where can I get it? From Whom?
Is my request realistic?

21. Complaint Letter Explain a problem and ask for a solution
Produce evidence that the problem exists
Explain why they need to take responsibility

22. Complaint Letter Facts to include Transaction Product or service
Where, when, how it was purchased
Receipt or cancelled check
Product or service
Model or serial number

23. Complaint Letter Facts to include Problem Possible solution
Be specific
Any inconvenience it is causing you
Possible solution
What action you want them to take
Refund, replacement or apology