Presentation on theme: "Writing a Business Letter"— Presentation transcript:
1 Writing a Business Letter Business LettersWriting a Business Letter
2 DefinitionThe business letter is the basic means of communication between two companies.Most business letters have a formal tone.
3 What is a Personal Business Letter? Is a letter written from a person to a companyCan be used for any purpose that requires written communication from an individual to a companySuch as:To accompany returned goodsComplaint letterThank you letterRésumé cover letter
4 PurposeYou will write business letters to inform readers of specific information.However, you might also write a business letter to persuade others to take action.Business letters even function as advertisements.
5 Parts of a Business Letter Date Line: current date written out as month, day, and complete yearInside Address: name and address of the business to whom you are writingSalutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./MissBody: message or ‘meat’ of the letterComplimentary Closing: letter’s goodbye – using phrases such as Yours truly and Sincerely yoursSignature: writer's handwritten signatureWriter’s Identification: writer’s typed name and address (because your letter will not have a letterhead, you will need to type your address underneath your name at the bottom)
7 Personal Business Letter Styles and Punctuation There are two types of letter styles that are acceptable in business:Block style – all lines in the letter begin at the left margin (no tabbing or indenting)Modified block style – date line, complimentary closing and writer’s identification begin at midpointSemi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”There are two types of letter punctuation that are acceptable in business:Mixed punctuation – there will be a colon (:) after the salutation and a comma (,) after the complimentary closingOpen punctuation – there will be NO punctuation after the salutation or complimentary closing
8 Guidelines for Your Letter Font Size: 12Font Style: Times, Times New Roman, or ArialSpacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the document)1 space after a semicolon1 space after a comma1 or 2 spaces after a colon (stay consistent within the document)1 space between state abbreviation and zip codeBlock Style with Open PunctuationTop Margin: 2 inchesSide and Bottom Margins: 1 inch
9 Personal Business Letter Order and Spacing 2” Top marginDate QS (Press Enter 4 times)Inside Address– DS (press Enter 2 times)Salutation – DS (press Enter 2 times)Body – SS the text within the paragraph and DS between the paragraphsComplimentary Closing – QSWriter’s ID (name and address)
10 Sample Letter Top Margin: 2" Side Margins: 1" Current Date (QS) Ms. Terra Green1923 Deserama CircleCottonwood, AZ 86326(DS)Dear Ms. GreenThis letter is keyed in block style with open punctuation. All lines, including the date, inside address, salutation, and closing begin at the left margin. A double space is left between all letter parts except before the inside address and the writer’s name, where a quadruple space (4 returns) will be found.This letter style is to be used for FBLA-PBL competition.SincerelyBarbara SmallShaw High School Student7579 Raider WayColumbus, GA 31909
11 The Seven C’s of Business Letter Writing ClearConciseCorrectCourteousConversationalConvincingComplete
12 Business Letter Writing Checklist Keep it ShortCut needless words and needless information.Cut stale phrases and redundant statements.Keep it SimpleUse familiar words, short sentences and short paragraphs.Keep your subject matter as simple as possibleUse a conversational style.
13 Business Letter Writing Checklist Keep it StrongUse concrete words and examplesKeep to the subjectKeep it SincereBe human and as friendly as possibleWrite as if you were talking to your reader
14 Do’s and Don’ts of Letter Writing STYLE: (sentence structure and vocabulary)Do use plain English. Do write in active voice and use short sentences when possible.Do use everyday words and avoid technical jargon.Do use lists to present complex materials. Do select the words you use very carefully. Do use a strong organizational strategy. Don't make grammar or usage errors. Don't use clichés or worn out phrases. Don't use obsolete and/or pompous language because it "seems" more professional.
15 Do’s and Don’ts of Letter Writing TONE:Do use a reader centered tone. Do use a business like, conversational tone. Don't be too familiar with your audience. Remember to keep some distance, this is a business relationship.Don't use humor unless you know exactly what you are doing. What is funny to you might be an issue of the highest seriousness with other people.Don't preach. If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message.Don't brag. It’s good to be confident, but don't carry it to an excess.
16 AssignmentBeing about to sell yourself is very important when it comes to getting the job you desire. In a cover letter, with Word, use this proper business letter format you just learned about to tell me why you are the best person for a job that you may apply for in the future. You must convince me within a couple paragraphs that you are the perfect person for the job by describing your abilities and accomplishments from previous years.How good of a sales person are you? Can you sell me for hiring you for the job of your choice?
17 Proofread Before You Print ALWAYS proofread your letter before you print.It is also good to have someone else proofread your work.I will count off for spelling and grammar mistakes!Example Business Letter for Proofreading