2Business Letters External Written Business communication From a business to another business or individualUsually have a formal toneUsed when you want a permanent written record of communicationBusiness letters are formal paper communications between, to or from businessesBusiness letters are sometimes called "snail-mail" (in contrast to which is faster).
4Who writes Business Letters? Letters are written from a person/group, knownas the sender to a person/group, known in business as the recipient.Some examples of senders and recipients:· business «» business· business «» consumer· job applicant «» company· citizen «» government official· employee «» employee· staff member «» staff member
5Why write Business Letters? · To persuade· To inform· To request· To express thanks· To remind· To recommend· To apologize· To congratulate· To reject a proposal or offer· To introduce a person or policy· To invite or welcome· To follow up· To formalize decisions
7LetterheadBusiness letters are normally keyed on special stationery called letterhead.Please review the special letterheads identified on this website:
8Margins Top 2”-2.5” Left 1” Right 1” Bottom 1” When you begin keying a business letter, first set the correct margins:2” or 2.5” top margin depending on the length of the letterhead1” side margins1” bottom marginsFile, Page Setup in WordPage Layout tab-Margins icon in Word 2007Left 1”Right 1”Bottom1”
9Punctuation Letters can use two types of punctuation: open or mixed. Mixed punctuation: a colon is keyed after the salutation and a comma is keyed after the complimentary closing.Open punctuation: no colon after the salutation and no comma after the complimentary closing.
11Essential Components of Letter Dateline The dateline the is first part of the letter.It should be typed with the month spelled out and the full year as noted in the sample.The dateline should reflect the date the letter is prepared and signed.Quadruple space after the dateline.
12Inside AddressThe inside address is the second part of the business letter.The inside address is the address of the person receiving the letter.The inside address should include the name, street address and city, state and zip code of the recipient.Double space after the inside address.
13SalutationAlso known as the greeting, the salutation is the hello part of the business letter.Salutations should include a greeting word, recipients title and last name.Open Punctuation: no punctuation after the salutationMixed Punctuation: colon after the salutationDouble space after the salutation.
14Body The body of the letter is the message in paragraph form. Most letter bodies consist of three paragraphs: statement of purpose, information/facts, call for action.Double space between the paragraphs and single space between them.Double space after the body.
15Complimentary CloseThe complimentary close is the goodbye of the business letter.Complimentary closes can vary and include words and phrases such as Sincerely, Yours Truly, Thank you.Open Punctuation: no punctuation after the complimentary closeMixed Punctuation: colon after the complimentary closeQuadruple space after the complimentary close.
16Signature BlockThe signature block is the writers typed name and title.There will always be a quadruple space before the signature block to allow for the writer to hand sign their name.Double space after the signature block.
17Optional Components of Letter 1) Reference Initials Reference initials are the typist initials.Reference initials are used when the writer of the letter and the typist of the letter are different people.Reference initials are lowercase and have no punctuation or spaces.Double space after reference initials.
182) Enclosure NotationAn enclosure notation is used when something is enclosed (included) within the envelope with the letter.Enclosures can include anything from a form to a picture to a check.Double space after the enclosure notation.
193) Subject LineDr Ron Schafer Linguistics Department Edinburgh University Edinburgh, IL Subject: LINGUISTICS CONFERENCE REGISTRATION PAYMENT Dear Dr Schafer
25FormatsFull Block Format: all letter parts are keyed at the left margin. There will be nothing indented with tabs or the tab key. Sometimes “Subject Line” is also included in Full Block format.
26Modified Block style: The date, complimentary closing, and writer’s name and title are indented to 3.25”. This feature of indenting gives it old-fashioned and less- professional look.
27Simplified Format: Similar to full block letter in that all text is typed margin left. However, the three significant changes in it are: No salutation, no added subject line, no complementary close.935 West HermosaOkasa, CA 94610NovEdie Kreisler1126 Ranglien WaySan Antonio, TX 78213Subject: PURCHASE OF BREACHFRONT PROPERTYINTRODUCTIONDISCUSSIONCONCLUSIONWalt McdonaldEnclosure (3)
28Project/ Assignment Go to different banks Collect minimum 10 sample letters from each bankCategorize themRefer to “Technical Writing” by Gerson & Gerson for the categorization of lettersAnalyse each letterIdentify their IDENTICAL/ DISTINGUISHED features/ formats/ structurePRESENT your research project in the ClassWrite a LONG FREPORT on the same for your final internal assessment.