Presentation on theme: "Business Correspondence:"— Presentation transcript:
1 Business Correspondence: Professional Business Letters
2 Business Documents include… In a business environment, people use documents to communicate with others!Business Documents include…MemosLettersNewslettersResumesProposals
3 Essential Letter Elements Date LineMonth, Date, YearInside Address3 to 8 lines below the date lineAddressee's courtesy title plus full nameJob titleBusiness affiliationFull geographical addressExample: Mr. Paul SmithPersonnel DirectorJuniper Culinary Academy202 Park BoulevardJuniper, NV 89268
4 Essential Letter Elements SalutationTwo lines below inside addressThe line at the start of a letter including the greeting and the recipient’s nameIf you do not know the name, avoid using “To whom it may concern” – ImpersonalInstead use recipient's titleExample: Dear Personnel DirectorMessageTwo lines below salutationBody of the letterSingle spaced with one blank line between paragraphs
5 Essential Letter Elements Complimentary CloseTwo lines below the last line of messageCapitalize only the first wordExample: Sincerely yours,Signature BlockAt least four blank lines belowLeave room to sign name
6 Reference InitialsIf someone other than the writer keys the letter, place their initials (lower case) a double space below the writer’s namess
7 Attachment/Enclosure If there are attachments or enclosures, double space and indicate this under the initials.If multiple enclosures are referred to in the letter , follow the word “Enclosures” with a colon and two spaces and list each enclosureEnclosures: BrochureMembership
8 Copy NotationA copy notation indicates that a copy of a letter is being sent to someone other than the addresseeUse “c” followed by the name of the person(s) to receive a copy.Place a copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure:c Robert AndersonMaria Sanchez
9 PostscriptA postscript is additional text that may be added after a letter has been completed.It is the last item in the letter. Key it a DS below the last letter part.The postscript is used to place additional emphasis on the text or to reemphasize a part of the text included in the body.Remember to RSVP by May 15, 2011 for the annual crawfish boil.
11 Three Types of Letters: Block Business LetterModified Block Business LetterPersonal Business Letter
12 Block Letter Style Block All components of letter begin flush with the left margin
13 Modified Block Letter Style Date, complimentary close, and signature block are positioned approximately one-half inch to the right of center or at the right marginAll other components begin flush with left margin
14 Differences in Personal Business Letters & Business Letters Your street address is typed two inches downNext line has the city, state, and zipThe dateline is on the line following the city, state, and zipBusiness LettersCompanies use letterhead which includes their street address, city, state, zip, and phone numberTherefore, business letters from companies do not need to have this information keyed in.
15 Personal Business Letter Personal Business Letter Modified Block StyleYour street address is typed two inches downNext line has the city, state, and zipThe dateline is on the line following the city, state, and zip
16 ASSIGNMENT ON BLOGYou need to write a professional thank you letter to one of your teachers in the MODIFIED BLOCK LETTER STYLEHandwrite your first draft – then switch with a partner and use the proofreading symbols to check each other’s lettersPerson proofreading needs to sign the bottom of first draftThe body must be three paragraphs:Let the teacher know why you are writing to themWhy you chose that teacherClosing paragraph- thanking the teacher for the hard work they do!