Presentation on theme: "Creating a Business Letter"— Presentation transcript:
1 Creating a Business Letter Business Technology Applications
2 What is a Business Letter? Why write one?Written to give informationWritten to serve as evidence in cases of disputeWritten to build goodwillWritten to remember factsWritten because they are convenientTo Whom is one written?What should be in one?What is proper format?A personal letter is written to a friend or family member.A business letter is written to an organization or a company.Business letters should be brief and to the point. They have a proper format whichwe will discuss. A guideline is three paragraphs, includingan introductory paragraph that explains who you are and why you are writing.A main paragraph that includes what you would like the person to whom you are writing to doA final paragraph thanking the addressee for listening
3 What are the types of Business Letters? Formal BusinessMay or May not be typed on LetterheadLetterheadAlready contains your return addressYou don’t retype itPersonal Business Letters are the ones you would most often write.Formal Business Letters are written on Letterhead, such as NorthenHighlands letterhead.Some folks create their own letterhead. We will learn how to do that in a future lesson.IN the mean time we will concentrate on creating Personal Business Letters, which mean you will put your return address in the heading
4 What are the Required Parts of a Business Letter? Letterhead or HeadingDatelineInside AddressSalutationBodyComplimentary ClosingSignatureTypists InitialsOptional:EnclosureAttachmentAll parts of the letter are required except for Enclosure and Typist Initials. These are only used under specific conditionsClick on the hyperlink to show one sample
5 What’s in The Heading (your information) Single Spaced – followed by four linesAlways includes the dateAs the last entryBusiness Letter (no letterhead)Your return addressOnly abbreviation is Postal Code - NJMay include Phone#, Fax#,DateFormal Business Letter (on letterhead)Date onlyThere are exact spacing rules for each part of the business letter.The date is always placed in the heading. Your return address (and other optional parts) is mandatory in a Personal Business Letter (not on LetterHead)
6 What is the Inside Address (addressee’s information) Person’s Name, TitleCompany Name/DepartmentCompany AddressSingle SpacedFollowed by one blank lines (Enter Key twice)The inside address is required. Try to find the exact name and title of the person to whom you are writing. If you cannot, you might try something like Customer Relations Department Manager.
7 What is the Salutation? (a greeting) Dear Mr. SloanDear Dr. SmithDear Ms. JonesGentlemenDear Sir or MadamIt is best if you know the person’s name and title to write Dear “that”.If you do not know the person’s name, use one of the last two choices.
8 What is the Body? (The actual letter) Brief and to the point!Strictly BusinessGuideline – 3 paragraphs (at least)Brief IntroductionContents - What I wantConclusion and Thank youEach paragraph:Single SpacedFollowed by one blank lines (Enter Key twice)The letter should be brief and to the point. Ideally, it is no longer than one page.There should not be any unnecessary information in it, but it should contain all important facts. It should succinctly describe your reason for writing the letter, and what you expect the result of your letter to be.
9 Complimentary Close Sincerely, Yours truly, Respectfully yours, Followed by three lines (Enter Key 4 times)After printing you will sign the letter hereThese are samples of acceptable closing statements. Always allow four spaces after your close, so you can sign the printed letter in ink
10 Signature Your Full Name Your Title (if appropriate) Mrs. Regina SikorskiYour Title (if appropriate)Computer Club ModeratorFollowed by one lines (Enter Key twice)If optional parts are requiredIf you are writing in a specific capacity (e.g. Secretary of Freshman Class), use your title. If not, skip the title line. Put your Title (Miss, Ms, Mr) in the signature, so the person replying knows how to address you.
11 Optional Parts Typist Initials Enclosure If your secretary typed this for youRES/jsEnclosureIf something else is in the letter or packageFollowed by one lines (Enter Key twice)If there is anything else in the letter or package use Enclosure.If you type this for someone else, or your secretary typed it for you (e.g. Mr. Keenan’s secretary types letters for his signature) the Typists initials should be the last thing on the page
12 What are acceptable formats for a Business Letter? BlockAll parts are Left Justified to the marginModified BlockAll parts Left alignedHeading, Close, Signature at tab position 3.25Indentation – choose eitherNo paragraph indentationAll paragraphs first line indent .5Block is easiest. There is no indenting. Set your paragraphs to Left Justified, and don’t tab anything.Modified Block – set paragraphs to left justified, and set tabs at .5 and 3.5Tab to 3.5 for all lines in the Heading, Complimentary Close, and SignatureChoose:Either tab all paragraphs to .5, or no paragraphs to .5 (BE CONSISTENT)
13 What are acceptable punctuation styles for a Business Letter? OpenNo punctuation afterSalutation or Complimentary ClosingDear Mrs. SmithRespectfully yoursMixedPunctuation afterColon (:) after SalutationDear Sir:Comma (,) after Complimentary ClosingSincerely,Either Open or Mixed Punctuation is acceptable in both Block and Modified Block Styles.Don’t mix them up.If you use OPEN, there is no punctuation after the “Dear Sir”, or after the “Sincerely”If you choose MIXED, there is a colon after “Dear Sir:” and a comma after the “Sincerely”
14 Understand that parameters can be mixed and matched –8 Possibilities