1. Business Letters
Mrs. Perkins

2. 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!

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

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

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

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

7. 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
, phone, etc.
Use a 1 inch top margin and 1 inch side margins
Open a new document and create a typed heading now.

8. 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

9. 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 February 30, 2020 ¶ ¶

10. 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 ¶

11. 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: ¶

12. 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. ¶

13. Dear Mr. Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No ¶ 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. ¶

14. 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,

15. 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 ¶

16. 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¶

17. 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

18. 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 ¶ February 30, 2020 ¶ ¶ ¶ Fred Flintstone¶ Sales Manager¶ Cheese Specialists Inc.¶ 456 Rubble Road¶ Rockville, IL¶

19. 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.¶

20. 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

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

22. 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.

23. Block Style Block Style with mixed punctuation Block Style:
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 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

24. Modified Block Style Modified Block Style with Open Punctuation
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 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

25. Modified Block with Indented Paragraphs
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 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

26. QUIZ

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

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

29. 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

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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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