Business Letters Mrs. Perkins

Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business’ respect Get what we want!

Reasons for writing letters I am writing to… inquire about … apologize for …

Reasons for writing letters Requests Could you possibly? I would be grateful if you could…

Reasons for writing letters Agreeing to Requests I would be delighted to …

Reasons for writing letters Giving Bad News Unfortunately … I am afraid that …

Step 1 – Letterhead or Typed Heading Company Letterhead Typed Heading Includes logo, slogan, or other identifying items Address, phone number, and other contact information Use a 2 inch top margin and 1 inch side margins Consists of a typed return address Should also include the name of the sender Email, phone, etc. Use a 1 inch top margin and 1 inch side margins Open a new document and create a typed heading now.

Step 1 - Typed Heading Type your name and press Enter Type the address below (Notice the format of the address. You should ALWAYS format addresses like this.) Press Enter Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765

Step 2 - Date Immediately under the heading Type today’s date Then press Enter 4 times Student Name¶ Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 ¶ ¶

Step 3 – Inside Address Inside Address is who the letter is TO Type the name and address of the person the letter is to Include position and company name Press Enter twice (DS) February 30, 2020 ¶ ¶ Fred Flintstone ¶ Sales Manager ¶ Cheese Specialists Inc. ¶ 456 Rubble Road ¶ Rockville, IL ¶

Step 4 – Salutation or Greeting After the Inside Address and a double space Type the Salutation or Greeting Press Enter 2 times Fred Flintstone¶ Sales Manager ¶ Cheese Specialists Inc. ¶ 456 Rubble Road ¶ Rockville, IL ¶ ¶ Dear Mr. Flintstone: ¶

Step 5 - Body After the Salutation and a double space Type the body of the letter Double Space between paragraphs Double Space at the end Dear Mr. Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 ¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ Please contact us again if we can help in any way. ¶

Dear Mr. Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856. ¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ Please contact us again if we can help in any way. ¶

Part 6 – Complimentary Close Type the Complimentary Close Press Enter 4 times The writers signature goes here Please contact us again if we can help in any way. ¶ ¶ Yours Sincerely,

Part 7 – Writer’s Identification Make sure there are 4 spaces after the Complimentary Close Type the Writer’s Identification including position Press Enter twice Yours sincerely, ¶ ¶ Student Name¶ Director of Ken's Cheese House ¶

Part 8 – Reference Initials Type reference initials Reference initials are the initials of the person typing the letter. They are always lower case Kenneth Beare ¶ Director of Ken's Cheese House ¶ ¶ si¶

Part 9 – Notation (optional) Notations include who copies are being sent to or other items enclosed in the letter. Notations are a double space below the reference initials Cheese House ¶ ¶ si¶ Enclosure: Invoice

Review Fill out the worksheet to help you remember the previous information Typed heading Date 4 spaces Inside Address 2 spaces Student Name¶ Ken's Cheese House¶ 34 Chatley Avenue¶ Seattle, WA 98765 ¶ February 30, 2020 ¶ ¶ ¶ Fred Flintstone¶ Sales Manager¶ Cheese Specialists Inc.¶ 456 Rubble Road¶ Rockville, IL¶

Review Fill out the worksheet to help you remember the previous information Salutation 2 spaces Body ¶ Dear Mr Flintstone:¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days.¶ Please contact us again if we can help in any way.¶

Review Fill out the worksheet to help you remember the previous information ¶ Yours sincerely,¶ Kenneth Beare¶ Director of Ken's Cheese House¶ si¶ Enclosure: Invoice¶ Complimentary Close 4 spaces Writers Signature Writers Identification 2 spaces Reference Initials Notation

Styles of Letters Block Style Modified Block Style Modified Block with Indented Paragraph

Punctuation Styles Open Punctuation – NO punctuation after the salutation or complimentary close Mixed Punctuation - has a colon after the salutation (never a comma) and a comma after the complementary close. These are the only two parts of a letter that are affected by the punctuation styles. Commas after the salutation are used only in strictly personal letters.

Block Style Block Style with mixed punctuation Block Style: Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si Block Style with mixed punctuation Block Style: All letter parts are aligned on the left margin Mixed Punctuation: Colon follows the salutation Comma follows the Complimentary close

Modified Block Style Modified Block Style with Open Punctuation Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si Modified Block Style with Open Punctuation Modified Block Style: Date, complimentary close, and signature block start at the center of the page All other parts are aligned on the left margin Open Punctuation: NO punctuation after the salutation or the complimentary close

Modified Block with Indented Paragraphs Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si Modified Block Style with Indented Paragraphs and Mixed Punctuation Modified Block Style: Date and complimentary close, and signature block start at center of the page All other parts are aligned on the left margin Open Punctuation: NO punctuation after the salutation or the complimentary close

QUIZ

1. What should be at the top of a business letter, before the date? Salutation Greeting Letterhead Reference Initials

2. What is the main text of the letter called? Notation Subject Line Body Writers Identification

3. The lower case initials at the end of the letter are An acronym The initials of the person who the letter is from The initials of the person the letter is to The initials of the person who typed the letter

4. How many spaces should be after the Complimentary Close? 2 3 4 5

5. Which Style of Letter Block Style Modified Block Style Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si 5. Which Style of Letter Block Style Modified Block Style Modified Block with Indented Paragraphs

6. Which Style of Punctuation Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si 6. Which Style of Punctuation Open Punctuation Mixed Punctuation

7. Which Style of Letter Block Style Modified Block Style Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020   Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si 7. Which Style of Letter Block Style Modified Block Style Modified Block with Indented Paragraphs

8. Which Style of Punctuation Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020   Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si 8. Which Style of Punctuation Open Punctuation Mixed Punctuation

9. Which Style of Letter Block Style Modified Block Style Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020   Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si 9. Which Style of Letter Block Style Modified Block Style Modified Block with Indented Paragraphs

10. Which Style of Punctuation Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765   February 30, 2020   Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si 10. Which Style of Punctuation Open Punctuation Mixed Punctuation