Business Letters By Megan Rees

Why do I need this?

Business Letter Formatting PERSONAL - Personal situations where an educated response is necessary Creditors Student loans Landlords IRS Complaint letters BUSINESS – Many occupations require official communication Correspondence between businesses Application letters for a job Part of your job description

Business Letters vs. Personal Letters Single spaced 1-inch margins Double space between paragraphs No paragraph indentation Uses a colon, never a comma Objective oriented content Written in a more formal language May have a subject line Writer loses their “voice” in formality. Virtually any format—up to the user Usually uses personal names, not titles Use a comma in salutation Uses paragraph indentation Discuss personal issues, not usually business issues. More about emotions than problem solving Shows personality of writer

Why business letter formatting matter? A standard method of writing creates efficiency. Efficiency translates into revenue When a letter is professional, it conveys the impression that the information contained therein is important. It is expected by professionals. If you do not follow this format, you can appear to other business as unprepared, uneducated, and inexperienced.

Parts of a Letter

Parts of a Letter DATE Spelled out, no dashes or slashes 2” from top of page ADDRESS 1st Line – Name 2nd Line – Address 3rd Line – City, State, Zip May include additional lines that include titles or additional address lines. SALUTATION The greeting. Usually begins with “Dear” Does NOT use a first name only Usually includes a title To Whom it May concern – used if the writer does not have a specific person to write to or is addressing an entire group.

Parts of a Letter SUBJECT LINE Not required or in all letters Efficiency—explains purpose immediately All caps, below the salutation. BODY Paragraphs of the letter Usually at least 3 Single spaced Not tabbed in Blank line between each paragraph COMPLIMENTARY CLOSE Usually “Sincerely” “Yours truly” etc.

Parts of a Letter SIGNATURE Typed below complimentary close After printing, it is hand signed May include a title, single spaced beneath name. ENCLOSURE Not used in all letters Indicates there is something else being sent along with the letter Capitalized INITIALS Not used in all letters Initials of the typist, if they are a different person than the author of the letter

SPACING

Spacing DS TOP OF PAGE QS Start 2” from top of page This centers the letter, as well as leaves room for a letterhead Spacing TOP OF PAGE QS Remember to enter down 2” from top of page. Usually about 5 enters Centers letter and also leaves room for a possible letterhead. QUADRUPLE SPACE There are TWO places where a QS is used: After the date After the complimentary close Press return 4 times—3 blank lines QS

Spacing DOUBLE SPACE SS Remember to enter down 2” from top of page. Usually about 5 enters Centers letter and also leaves room for a possible letterhead. After address After salutation After subject line Between paragraphs Before complimentary close Before Enclosure Before initials DS DS DS DS DS DS DS SINGLE SPACE Single space addresses Single space the title if a person has one in the signature block SS DS DS

Punctuation

Punctuation We are using MIXED punctuation, which is most common in business letters. COLON in the salutation DO NOT use a semi-colon (;) or a comma (,) in the salutation! COMMA in the complimentary close

Formatting

Formatting We are using BLOCK Formatting Everything lines up on the left margin

Other Formatting and Punctuation

Other Formatting OPEN PUNCTUATION Minimal punctuation No punctuation at all after the salutation No punctuation at all after the Complimentary Close MODIFIED BLOCK FORMAT The complimentary close and the signature are TABBED in to the center of the page Do NOT use center. Press the tab button several times.

Quiz Time!

1. How many place do you put a QS? 2 3 4 Answer

2. What is the greeting of a letter called? Solution Greeting Salutation Opening Answer

3. How many spaces are before and after the subject line? SS DS TS QS Answer

4. True or False: You add initials at the end of the letter only if the author and the typist are the same person. True False Answer

5. Which punctuation mark is used in the Salutation (in mixed punctuation)? , ; None : Answer

6. How many inches from the top of the paper does the date start? 1 2 3 4 Answer

6. Which of these is a complimentary close? Love, Dear September 4, 2014 Sincerely Answer

7. Which of these are single spaced? Title under signature Date Subject line Body Paragraphs Answer

8. Which of these is in all caps? Date Signature Address Subject Line Answer

9. Block format means The paragraphs are tabbed in The signature and complimentary close are tabbed in All parts line up on left margin Everything but the date lines up on the left margin Answer

10. What will Trevor do if the floor must be re-laid? You may expect a bill Freak out Take a whiff Alert the daily papers Answer

Watch the Step by Step video