1. 3.01 Business Documents --The Business Letter--

2. Business Letter A form of communication used to convey a formal message to one or more parties A form of communication used to convey a formal message to one or more parties

3. Business Letters May be sent as an attachment to an email May be sent as an attachment to an email A higher level of seriousness is needed than just a simple email A higher level of seriousness is needed than just a simple email The document will be distributed to others The document will be distributed to others The document will be printed The document will be printed Examples of uses: Examples of uses: Company’s communication to stockholders Company’s communication to stockholders Superintendent’s communication to parents Superintendent’s communication to parents Bank’s communication to customers Bank’s communication to customers

4. Formatting a Business Letter Margins –vary according to the amount of content In general, adjust the margins so that the letter has a uniform amount of white space at each margin and is slightly oriented to the top or centered In general, adjust the margins so that the letter has a uniform amount of white space at each margin and is slightly oriented to the top or centered Leave at least.5 inches below the letterhead Leave at least.5 inches below the letterhead

5. Components Letterhead (optional) – preprinted information in the header and sometimes in the footer that usually contains the company name, address, email address, logo, and other contact information Letterhead (optional) – preprinted information in the header and sometimes in the footer that usually contains the company name, address, email address, logo, and other contact information Dateline – the date the letter is written, spelled out, such as April 30, 2010, not 4-30-2010 Dateline – the date the letter is written, spelled out, such as April 30, 2010, not 4-30-2010 Attention line (optional) – keyed on the first line of the inside address and used to address a specific person or job (Sales Manager) within an organization Attention line (optional) – keyed on the first line of the inside address and used to address a specific person or job (Sales Manager) within an organization

6. Components cont. Inside address – the name of the addressee, name of the business, street address, city, state abbreviation, and zip Inside address – the name of the addressee, name of the business, street address, city, state abbreviation, and zip Salutation – the greeting, such as Dear Mr. Cox Salutation – the greeting, such as Dear Mr. Cox Subject line (optional) Subject line (optional) Keyed below the salutation because it is considered part of the message Keyed below the salutation because it is considered part of the message Key the word Subject in all caps, followed by a colon and the topic, also in all caps Key the word Subject in all caps, followed by a colon and the topic, also in all caps Used to give the reader a quick overview of the topic Used to give the reader a quick overview of the topic

7. Components cont. Message – the letter content. Key paragraphs in single space format with a double space between Message – the letter content. Key paragraphs in single space format with a double space between Complimentary closing – the goodbye, such as Sincerely Complimentary closing – the goodbye, such as Sincerely Company signature (optional) – the keyed name of the company in all caps, placed a double space below the complimentary close Company signature (optional) – the keyed name of the company in all caps, placed a double space below the complimentary close Writer’s signature block – the author’s name and title, which may be keyed on one or two lines, depending on length Writer’s signature block – the author’s name and title, which may be keyed on one or two lines, depending on length

8. Components cont. Reference initials – the initials of the typist of the letter and sometimes the author as well (keyed first) Reference initials – the initials of the typist of the letter and sometimes the author as well (keyed first) Example: bc/mw or BC/MW Example: bc/mw or BC/MW No punctuation is used with the initials No punctuation is used with the initials Enclosure notation (optional) – indicates that another document is included with the letter. Sometimes the enclosures are identified. Example: Enclosure: Résumé Enclosure notation (optional) – indicates that another document is included with the letter. Sometimes the enclosures are identified. Example: Enclosure: Résumé Copy notation (optional) – indicates the names of other parties who have received copies of the letter. Example: cc Mrs. Dian Moon Copy notation (optional) – indicates the names of other parties who have received copies of the letter. Example: cc Mrs. Dian Moon

9. Punctuation styles Mixed punctuation (standard) Mixed punctuation (standard) a colon is keyed after the salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,) a colon is keyed after the salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,) Open punctuation Open punctuation no punctuation is used after the salutation or the complimentary close no punctuation is used after the salutation or the complimentary close

10. Two Formats Block style Block style all lines begin at the left margin all lines begin at the left margin Modified block style Modified block style the date and closure are keyed at the center point (usually 6 tabs) the date and closure are keyed at the center point (usually 6 tabs)

11. Guidelines for Keying A quadruple space follows the date line, leaving three blank lines between the date and the inside address A quadruple space follows the date line, leaving three blank lines between the date and the inside address A double space follows the inside address, leaving one blank line between the inside address and the salutation A double space follows the inside address, leaving one blank line between the inside address and the salutation A double space follows the salutation, leaving one blank line between the salutation and the body A double space follows the salutation, leaving one blank line between the salutation and the body

12. Guidelines for Keying cont. The body of the letter is single spaced, with a double space between paragraphs The body of the letter is single spaced, with a double space between paragraphs A double space precedes the complimentary close A double space precedes the complimentary close If the company signature is included in the letter, it is keyed a double space below the complimentary close and a quadruple space (three blank lines) above the writer’s signature block If the company signature is included in the letter, it is keyed a double space below the complimentary close and a quadruple space (three blank lines) above the writer’s signature block

13. Guidelines for Keying cont. If no company signature is included in the letter, the writer’s signature block is keyed a quadruple space below the complimentary close If no company signature is included in the letter, the writer’s signature block is keyed a quadruple space below the complimentary close A double space separates the writer’s signature block from any remaining parts of the letter A double space separates the writer’s signature block from any remaining parts of the letter Reference initials, enclosure notation, copy notation, etc. are single or double spaced. Reference initials are not required when the writer is also the typist Reference initials, enclosure notation, copy notation, etc. are single or double spaced. Reference initials are not required when the writer is also the typist

14. Now…the Personal Business Letter

15. Personal Business Letter Is correspondence between an individual and another individual or an individual and a corporate entity Is correspondence between an individual and another individual or an individual and a corporate entity

16. PBL It can be sent as a hard copy or as an email attachment It can be sent as a hard copy or as an email attachment Examples of use: Examples of use: Formal thank you note Formal thank you note Letter of complaint Letter of complaint Letter of application to accompany a résumé Letter of application to accompany a résumé Any communication you wish to express in a formal manner representing yourself, not your company Any communication you wish to express in a formal manner representing yourself, not your company

17. PBL cont. A personal business letter is formatted according to the same guidelines as a business letter BUT includes the return address of the author at the top of the document A personal business letter is formatted according to the same guidelines as a business letter BUT includes the return address of the author at the top of the document