Presentation on theme: "Business Correspondence"— Presentation transcript:
1 Business Correspondence Letter Presentation4/28/2010Business CorrespondenceWrite a letter that will actually get read!Senior Exit Project
2 Different Styles in a Letter Letter StylesBlock style-all lines begin at left marginModified block style-date, complimentary close and signature lines begin at horizontal centerPunctuation StylesOpen-no colon after the salutation and no comma after closingMixed-a colon after the salutation and a comma after the closing
3 Different Styles in a Letter Paragraph StylesBlock-all paragraphs begin at the left marginIndented-each paragraph is indented 5 spaces
4 Parts of a Letter Dateline Inside address (address of the receiver) Salutation (Greeting--Dear Mr. Jones:)BodyComplimentary close (Closing--Sincerely yours,)Signature linesSignature block-business letterWriter’s name and titleReturn address-personal business letterWriter’s name and mailing addressSpecial notationsReference initials (initials of typist used in business letters only)Enclosure notation (show something included with letter)Copy notation (list name(s) of persons receiving letter also)
5 Proper Spacing of a Letter Center the page verticallyQS after the datelineDS after the inside addressDS after the salutationSS the paragraphs in the bodyDS between paragraphsQS after the complimentary closeSS the lines in the signature block or return addressDS after the signature blockDS after special notations if included
6 Letter Styles & Formats Personal Business Letter
7 Personal Business Letter Format Block styleOpen punctuationBlock paragraphsReturn addressEnclosure notationIncluded if sending something with the letter
8 Personal Business Letter Example Center page verticallyPage Layout -> Page Setup -> Layout -> Page Vertical Alignment -> CenterType datelineMonth, Day, Year formatEnter 4 times afterType inside addressSS address linesEnter twice afterType salutationFollowed by a colonType body of letterBlock paragraph formatNovember 4, 2005Mr. John Doe, DirectorSuper Computer Company9365 Employer LaneWalla Walla, WA 98789Dear Mr. Doe:Type Paragraphs. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap.
9 Personal Business Letter Example Type body. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap.Sincerely,Sammy Student12343 Student AvenueGenius, KS 63455Enclosurec Carolyn CounselorDS after last paragraphType complimentary close followed by a commaSincerely,Enter 4 times afterType return addressSS address linesEnter twice afterType special notations if neededEnclosureCopy
10 Letter of Appreciation Thank You Letterto Your Mentor
11 Exit Project Thank You Letter to Mentor PurposeShow appreciation to mentor for helping you with exit project.Give insight to you as a personList your goals you want to accomplish in the exit projectFormatWrite it in formal personal business letter formatProofread very carefully-errors make the wrong impressionSubmit by deadline (check deadline date list)
12 Introduction The opening paragraph should convey appreciation Thank you forWhy you appreciate itExample:Thank you for agreeing to be my mentor. Your expertise in (??) will help me tremendously with my (exit project ??).
13 Body The middle paragraph should contain explanatory comments What you hope to accomplish or gain by completing your exit projectPersonal growth or interestCareer preparationExample:I have always been interested in (??). I like to (??). This exit project will allow me to (??).
14 Conclusion The final paragraph should be a courteous closing Example: Your leadership and support as my mentor will . . .(insert phrase). I appreciate all your time and assistance as I complete my exit project.AND/ORThe exit presentation will be given on March 16, I will contact you with my exact presentation time.