Presentation on theme: "Letter Format General 1 to 1-1/2 inch margins Centered on page"— Presentation transcript:
1Letter Format General 1 to 1-1/2 inch margins Centered on page Single-spacing within paragraphsDouble-spacing between paragraphs and sectionsQuality paperFull block style (every line flush with left margin)
2Writer’s Address or Letterhead Type address with no nameOfficial company letterhead
3DateSpell out month and use complete numerals for the year (not 8/27/13)ExampleAugust 27, 2013
4Inside Address Recipient’s name, title, and address Use appropriate title, department, or company name if necessaryExamples: Director of Human Resources, Human Resources Department, H & H Manufacturing
5Salutation Dear _________: Use title, department, or company name if necessaryAvoid anonymous and sexist greetings (To Whom It May Concern, Dear Sirs, Dear Sir/Madam)
6Complimentary Close Use traditional closing followed by a comma Example: Sincerely,
7Signature/NameTriple or quadruple space after the complimentary close and type your namePlace comma between your typed name and title or place title underneath nameSign your name between the closing and your typed name using black or blue ink
9Enclosure LineIf you are sending another item with the letter, include Enclosure, Enclosures, Enclosures (3), or Enclosure: ReceiptNOTE: Also mention enclosure in the body of the letter
10Copy NotationUse when a copy or copies of letter are being distributed to another reader or readerscc: Name(s), title(s) (appears on all copies of letter)bcc: Name(s), title(s) (appears only on blind copy)
11Claim Letter Addressed to Customer Service Dept. Enclosure cc: John Peters, CEO
12Enclosure cc: John Peters, CEO bcc: Felicia Jones, Attorney at Law Abbot and Jones Law Firm
14ContentBrief introductory paragraph that establishes context and states the letter’s purpose concisely.Middle paragraph(s) that convey the content of the message in a logical order.Brief concluding paragraph that politely requests action, thanks the reader, or provides additional relevant information.
15Organization Two approaches Traditional, Direct Approach Indirect Approach
16Direct Approach Anticipates no resistance to message Communicates good news, straightforward information, requests likely to be grantedBegins with an up-front statement of purpose
17Indirect Approach Anticipates resistance to message Communicates “bad news” of some typeBegins with a buffer—material designed to win trust and goodwill; postpones the “bad news” or negative message
18Buffers Agreement Appreciation Cooperation Fairness Good News Praise Understanding
20UseHow many use it regularly?Why or when do you use it?
21Statistics: Radicati Group 825 million business accounts worldwide as of 2012Expected to grow to 1.15 billion (35% by 2016)As of 2012, 89 million business s sent per dayAbout 105 per day, per account
22Advantages of E-mail Quick sending and replying Inexpensive Embedded internet addressesAttached filesEasy distribution of copies
23Potential Disadvantages OveruseSloppy HabitsDifficulty of RetrievalSecurity ConcernsLess “permanent” paper trail
24Limitations ofin the workplace is generally not used for extremely important or formal messages or for personal use.Instead, use for routine communication
25FormatModification of traditional memo: From, Date, To, Subject, CCOrganize each the same way you would a letter.Use paragraph breaks if neededInclude salutation if desirable and signature block
26Guidelines forAvoid using fancy formatting (italics, boldface, tab spacing, and so forth)Check your message for spelling and grammar before you send it.DON’T WRITE IN ALL CAPITAL LETTERS. DOING SO IS OFTEN VIEWED AS “SHOUTING” AND ALL CAPS IS HARD TO READ.
27Follow your company’s guidelines for using e-mail. Avoid “spamming” and “flaming.”Be brief.Follow-up.