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Creating a Business Letter Business Technology Applications.

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Presentation on theme: "Creating a Business Letter Business Technology Applications."— Presentation transcript:

1 Creating a Business Letter Business Technology Applications

2 2 What is a Business Letter? Why write one? Written to give information Written to serve as evidence in cases of dispute Written to build goodwill Written to remember facts Written because they are convenient To Whom is one written? What should be in one? What is proper format?

3 3 What are the types of Business Letters? Formal Business May or May not be typed on LetterheadLetterhead Already contains your return address You dont retype it

4 4 What are the Required Parts of a Business Letter? Letterhead or Heading Dateline Inside Address Salutation Body Complimentary Closing Signature Typists Initials Optional: Enclosure Attachment

5 5 Whats in The Heading (your information) Single Spaced – followed by four lines Always includes the date As the last entry Business Letter (no letterhead) Your return address Only abbreviation is Postal Code - NJ May include Phone#, Fax#, Email@ Date Formal Business Letter (on letterhead) Date only

6 6 What is the Inside Address (addressees information) Persons Name, Title Company Name/Department Company Address Single Spaced Followed by one blank lines (Enter Key twice)

7 7 What is the Salutation? (a greeting) Dear Mr. Sloan Dear Dr. Smith Dear Ms. Jones Gentlemen Dear Sir or Madam

8 8 What is the Body? (The actual letter) Brief and to the point! Strictly Business Guideline – 3 paragraphs (at least) Brief Introduction Contents - What I want Conclusion and Thank you Each paragraph: Single Spaced Followed by one blank lines (Enter Key twice)

9 9 Complimentary Close Sincerely, Yours truly, Respectfully yours, Followed by three lines (Enter Key 4 times) After printing you will sign the letter here

10 10 Signature Your Full Name Mrs. Regina Sikorski Your Title (if appropriate) Computer Club Moderator Followed by one lines (Enter Key twice) If optional parts are required

11 11 Optional Parts Typist Initials If your secretary typed this for you RES/js Enclosure If something else is in the letter or package Followed by one lines (Enter Key twice)

12 12 What are acceptable formats for a Business Letter? Block All parts are Left Justified to the margin Modified Block All parts Left aligned Heading, Close, Signature at tab position 3.25 Indentation – choose either No paragraph indentation All paragraphs first line indent.5

13 13 What are acceptable punctuation styles for a Business Letter? Open No punctuation after Salutation or Complimentary Closing Dear Mrs. Smith Respectfully yours Mixed Punctuation after Colon (:) after Salutation Dear Sir: Comma (,) after Complimentary Closing Sincerely,

14 14 Understand that parameters can be mixed and matched –8 Possibilities

15 15 Example: Example: Block/mixed punctuation

16 16 Example: Example: Modified Block/Open Punctuation

17 17 Letterhead

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