1. PARTS OF A BUSINESS LETTERS

2. Required Parts Karen J. Hurley Letterhead or return address Date
Inside Address
Re:
Salutation 3
Body
Complimentary Closing
Karen J. Hurley
Author/Typist initials

3. Letterhead or return address – the letterhead is usually preprinted and is used by a business—see below. The return address is the address of the SENDER and appears above the date and is used when an individual is sending a letter and not a company—see next slide.

4. Personal letter with return address above date

5. Date – use the current date
Inside address – address of the person you are sending the letter to
Re: this stands for “reference”. Tells the reader what letter is about
Salutation – this is the Dear so and so part
Body – all the paragraphs that make up the letter. Each paragraph is separated by a double return. Body is single spaced

6. Author’s initials/Typist initials
Complimentary Closing – this is the sincerely, very truly yours, etc. part
You type your closing and then hit your return key FOUR times and then type your name. You sign your name between the closing and the typed version of your name
Author’s initials/Typist initials
This goes back in time when most business people had secretaries. Most bosses type their own letters these days.
KJH/kch – this would mean I’m the author (boss) and my daughter typed it for me.
JS/kjh – this would mean Mr. Stewart is the author and I typed it for him.
KJH/bms – this would mean I’m the author and I typed it (bms=by myself )
NOTE: typist initials are NOT needed. Can just be author’s initials

7. Styles There are 3 styles of letter format
Full Blocked – every line is at left margin
Modified Blocked – every line but date and closing is at left margin. Date and Closing BEGIN at center (tab to half way point) – they ARE NOT centered.
Modified Blocked with indented paragraphs – the same as modified block but paragraphs are indented.
See examples on next slides and notice left hand margin.

8. Full Blocked
900 Dallas St.
Grosse Ile, MI

9. Modified Block
900 Dallas St.
Grosse Ile, MI

10. Modified Block – indented paragraphs
900 Dallas St.
Grosse Ile, MI

11. Spacing for a letter

12. Letter reminders
Letters should be centered on the page from top to bottom. To do this: File, Page Setup, Layout tab, go to Vertical Placement field and choose center
Letters generally have one-inch left and right margins. This is the default in Word. If the letter is extremely short, the margins can be changed to 1.5.
The font size should be no smaller than 10 and no bigger than 12
The date is always is the format: month, day and year
The date is always followed by four returns to the inside address
There are two returns after the inside address, salutation, between paragraphs, after the author’s name, and typist’s initials
The salutation is followed by a colon (:). Dear Mr. Smith:
The complimentary closing (Sincerely, Cordially, Very truly yours, etc.) is followed by a comma and then followed by 4 returns
Only the first word in the complimentary closing is capitalized
Typist’s initials are always lowercase – author’s are always uppercase