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The lost art.  Personal Letter  Sent from one friend or relative to another  Personal Business Letter  Sent by an individual to a company or business.

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Presentation on theme: "The lost art.  Personal Letter  Sent from one friend or relative to another  Personal Business Letter  Sent by an individual to a company or business."— Presentation transcript:

1 The lost art

2  Personal Letter  Sent from one friend or relative to another  Personal Business Letter  Sent by an individual to a company or business  Business Letter  Sent from one company to another  Sent from a company to an individual

3 Individual Business IndividualBusiness

4  More communication takes place by fax, voice mail and  Do not get caught up in new technology thinking it’s the only way to get the message across  One group of people who are still impressed when they receive a well written letter in the ordinary mail – Prospective Clients and Customers  In the fast-paced times, it can be a refreshing change to receive real mail

5  The “look and feel” of a business letter immediately gives the reader their first impression  Quality of paper  Letterhead design  Margins  Spacing  Content

6  When making the first contact with a prospect  Introducing yourself in a written format  Sent for business purposes  Matters that require business-like approach  Letter should  Have proper content  Be easy to understand  Be visually pleasing

7  Use good quality 8½” by 11” paper  Use 1” margins on all four sides  Use a serif font  Times Roman (12 point)  Georgia (11 point)  Use single-space, typed  Try to keep your letter to one page  Print letter on only one side of the paper  Fold the letter horizontally into thirds

8  Full block  Type every line flush with the left margin  Indented  Indent return address, closing and your typed name to center of the page  Indent each paragraph  Also known as “Semi-block style” and “Modified block style”

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11  Letterhead or Return Address  Date  Reference Line  Inside Address  Salutation  Body  Complimentary Closing  Writer’s Identification  Identification Initials  Enclosure Notation

12  Used in business letters only  Introduce your company  Powerful means of portraying the image of your company  Modern  Conservative  Distinguished  Includes contact information (name, address, city, province, postal code, telephone, fax, )

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14  Used for personal business or personal letters only  Provides the address, city and province, and postal code of the writer  May include address

15  Usually entered on  Line 15 for a business letter  Line 12 for personal and personal business letters  Use traditional alphanumerical method  July 1, 1867  15 January 2008

16  Includes information specifically requested such as job reference, invoice number  Re: Job #  Re invoice No:  One or two lines immediately below date

17  Used in business or personal business letter  Address of person or company to whom the letter is addressed  Must include: name of person or company, address, city, province and postal code  May include the person’s title or department if known Dr. Calvin Carson Cross Country Coach Dept. of Athletics Colorado Community College at Cripple Creek Cripple Creek CO 80678

18  Always placed at the left margin double space below the inside address  Includes greeting (ex. Dear...)  Followed by a colon  If you don’t know the recipient, use only title and surname  Mr. or Mrs. or Ms [Last Name]  If you know the recipient by first name, you may only the first name  Other salutations include  Ladies:, Gentlemen:, Dear Sir or Madam:, To Whom it May Concern:

19  Begins a double space below the salutation  Single space the body  Use double space between paragraphs  Two spaces between sentences  Brief and to the point  Business people are busy and do not have time to read long letters

20  Double spaced below the last line of the body  Depends on the tone and degree of formality  Respectfully yours, (very formal)  Sincerely yours, (typical, less formal)  Very truly yours, (polite, neutral)  Cordially yours, (friendly, informal)  Only the first word is capitalized  Followed by a comma

21  Placed five lines below the complimentary closing  Leave blank lines to sign your name  Writer’s name, title or department  In business letter and personal letter, always have a handwritten signature and a printed signature

22 Sincerely, J. Doe John Doe, Manager Yours truly, PatSmith P. Smith Director, Technical Support

23  Used if someone typed the letter for you  Placed two lines below the writer’s identification  Your initials are all in uppercase, then the initials of the person who typed the letter in lowercase  JAD/cm  JAD:cm  cm  /cm  :cm

24  Tells the reader to look in the envelope for more  Singular for only one enclosure, plural for more  If you don’t enclose anything, skip it  Examples:  Enclosure  Encl.  Enclosures: 3  Enclosures (3)

25  Stands for courtesy copies (formally carbon copies)  List the names of people to whom you distribute copies, in alphabetical order  If you don’t copy your letter to anyone, skip it

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27  Consider your reader  What essential information do they need  What are their expectations  Have you addressed all the issues  Be responsive  Address the inquiry or problem  Be personal  Letters are written by people to people  Avoid “To whom it may concern” if possible  Use a template version of a letter with caution  Not too informal – avoid slang

28  Use as little words as possible to explain your position  Use clear and easy to understand language  Minimize misunderstandings  Think before you write  List out the topics you want to cover  For each topic, list keywords, examples, arguments and facts  Review each topic for relevance  Cut out anything that is not relevant  Sort the information

29  Talk about what you can, not what you can’t  Example: Product is out of stock. Don’t tell the customer you can’t fill the order. Tell them the product is very popular and is sold out. Tell them when you can get the order to them.  Don’t use negative words

30  Don’t use cold, formal language or ‘big words’  Double check the spelling of the last name  Take the time to learn the right “preferred” or “known as” name  Ensure you are 100% correct in spelling throughout the letter

31  No punctuation at the ends of the lines of the parts  Exceptions Abbreviations (ex. Rd.) Sentences in the body  Use a colon after salutation  Use a comma after the complimentary closing


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