1. Creating a Business Letter Computer Applications

2. 2 What is a Business Letter? Why write one? To Whom is one written? What should be in one? What is proper format?

3. 3 What are the types of Business Letters? Personal Business Not on Letterhead Contains your typed Return Address Formal Business Typed on Letterhead Letterhead Already contains your return address You don’t retype it

4. 4 What are the Required Parts of a Business Letter? Heading Inside Address Salutation Body Complimentary Closing Signature Optional: Enclosure Typists Initials Let’s look at a sample

5. 5 What’s in The Heading (your information) Single Spaced – followed by four lines Always includes the date As the last entry Personal 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 The Sample

6. 6 What is the Inside Address (addressee’s information) Person’s Name, Title Company Name/Department Company Address Single Spaced Followed by one blank lines (Enter Key twice) The Sample

7. 7 What is the Salutation? (a greeting) Dear Mr. Soandso Dear Dr. Smith Dear Ms. Jones To Whom it May Concern Dear Sir or Madam The Sample

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

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 The Sample

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 The Sample

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) The Sample

12. 12 What is the spacing for a Business Letter? All Parts are Single Spaced Skip a line (Enter key twice) after most Parts and Paragraphs Skip 3 Lines (Enter key 4 times) after: Heading Complimentary Closing The Sample

13. 13 What are acceptable formats for a Business Letter? Block All parts are Left Justified to the margin Modified Block All parts Left Justified Heading, Close, Signature at tab position 3 Indentation – choose either No paragraph indentation All paragraphs first line indent.5 Different Samples

14. 14 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, Different Samples

15. 15 Understand that parameters can be mixed and matched –8 Possibilities

16. 16 Let’s Do It? Letter to Ms. Wong Modified Letter to Ms. Wong Your Corporate Letter to Send Different Samples