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Copyright 2004 South-Western/Thomson LearningSlide 2 Personal-Business Letter Terms Personal-Business Letter – A letter from an individual to a business/individual.

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Presentation on theme: "Copyright 2004 South-Western/Thomson LearningSlide 2 Personal-Business Letter Terms Personal-Business Letter – A letter from an individual to a business/individual."— Presentation transcript:

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2 Copyright 2004 South-Western/Thomson LearningSlide 2 Personal-Business Letter Terms Personal-Business Letter – A letter from an individual to a business/individual. Date Line – The month, day, and year are the first part of a personal-business letter. Inside Address – This includes the name and address of the business or person to whom the letter is being sent. Salutation – A greeting such as Dear Mr. Corley.

3 Copyright 2004 South-Western/Thomson LearningSlide 3 Terms Cont. Body – The body contains the message of the letter. Complimentary Closing – A closing phrase such as Yours truly or Sincerely yours. Signature – The writer’s signature is handwritten on the letter with black or blue ink. Writer’s Identification – The writer’s keyed name and address are the last part of the letter. (An alternate style is to key the return address immediately above the date.)

4 Copyright 2004 South-Western/Thomson LearningSlide 4 Personal-Business Letter Parts Date line Inside address Salutation Body Consists of Paragraphs: Introduction Main Point Conclusion Complimentary closing Writer's identification Reference initials Enclosure notation Signature

5 Copyright 2004 South-Western/Thomson LearningSlide 5 Personal-Business Letter 2" top margin or center vertically Side margins 1" or default At least 1" bottom margin Block Format All lines begin at left margin QS or 6 returns for short letter QS SS ¶ DS Between ¶

6 Copyright 2004 South-Western/Thomson LearningSlide 6 Personal-Business Letter Colon after salutation Comma after complimentary close December 3, 2004 Mr. J. J. Smiddy South Hunter High School 1400 Rincon Road Savannah, GA Dear Mr. Smiddy: Sincerely yours, Ms. Julie Fowler 35 Preston Way Garden City, GA This is the most commonly used punctuation style. Use this style unless otherwise told. Mixed Punctuation

7 Copyright 2004 South-Western/Thomson LearningSlide 7 Personal-Business Letter No punctuation after salutation No punctuation after complimentary close December 3, 2004 Mr. J. J. Smiddy South Hunter High School 1400 Rincon Road Savannah, GA Dear Mr. Smiddy Sincerely yours Ms. Julie Fowler 35 Preston Way Garden City, GA Open Punctuation

8 Copyright 2004 South-Western/Thomson LearningSlide 8 Business Letter Terms Business Letter – A business letter represents a company, not an individual, and is therefore prepared on official company stationery called a letterhead. Letterhead – The company’s name, address, and telephone number are printed on the letterhead. Other information include: company logo, addresses, fax numbers, etc. Writer’s Identification – The writer’s keyed name and job title are the last part of the letter.

9 Copyright 2004 South-Western/Thomson LearningSlide 9 Terms Cont. Reference Initials – The initials of the person keying the letter for the writer. Placed a double space below the writer’s identification. Enclosure and Attachment Notations – When an item is sent with the letter, the word enclosure is keyed at the left margin a double space below the writer’s identification or a single space below the reference initials. This reminds the sender to include the item, and tells the receiver to look for the item, and serves as a record on the file copy. If the item is clipped or stapled to the letter, the word Attachment is used. For more than one item, key 2 Enclosures or 3 Attachments, etc.

10 Copyright 2004 South-Western/Thomson LearningSlide 10 Business Letter Parts Date line Inside address Salutation Body Complimentary close Writer's name and title Letterhead

11 Copyright 2004 South-Western/Thomson LearningSlide 11 Business Letter Place date 1" below letterhead or center page vertically Side margins 1" or default At least 1" bottom margin Block Format All lines begin at left margin SS ¶s DS between ¶s QS

12 Copyright 2004 South-Western/Thomson LearningSlide 12 Business Letter Notations Reference initials Attachment notation Copy notation Notations begin at left margin Sincerely yours, Ms. Ilya Lindgren Loan Managers dk Attachment c Ms. Carla Perez, Records Manager

13 Copyright 2004 South-Western/Thomson LearningSlide 13 Envelope Terms Return Address – The name and address of the person sending the letter. Mailing Address – The name and address of the person receiving the letter. Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA

14 Copyright 2004 South-Western/Thomson LearningSlide 14 Terms Cont. Special Delivery – Special directions that are keyed 1.5 inches down from the top edge. –On-arrival direction – Words such as Personal or Confidential are typed at the left margin in capital and small letters underlined. –Mailing direction – Words such as Registered or Special Delivery are typed at the right margin in all caps and do not underline.

15 Copyright 2004 South-Western/Thomson LearningSlide 15 Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA Small Envelope Return address Approximately 2.5" Approximately 2" 0.25" top margin 0.25" side margin Delivery address

16 Copyright 2004 South-Western/Thomson LearningSlide 16 Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA Large Envelope Return address Approximately 4" Approximately 2" 0.25" top margin 0.25" side margin Delivery address

17 Copyright 2004 South-Western/Thomson LearningSlide 17 Envelope Address Formats Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC Traditional format  Traditional format  Uppercase and lowercase letters  Includes standard punctuation  United States Postal Service recommended format  All capital letters  No punctuation except a hyphen in the ZIP code MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA USPS format


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