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Writing a Letter The Business Letter Written to take action in a business-related manner Must look and sound professional Cannot have slang or unnecessary abbreviations in a business letter Business Letter Specifications Write only on white, 8.5-11 paper

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the business letter
The Business Letter
  • Written to take action in a business-related manner
  • Must look and sound professional
  • Cannot have slang or unnecessary abbreviations in a business letter
business letter specifications
Business Letter Specifications
  • Write only on white, 8.5-11 paper
  • Type in single spacing with one extra line between paragraphs
  • Always use only blue or black ink
  • Avoid handwriting when at all possible
  • 1” margins all around
  • Use only one side of the paper
business letter specifications4
Business Letter Specifications
  • Use a professional tone
  • Include all necessary information, but get to the point quickly
styles of a business letter
Styles of a Business Letter
  • There are two main styles of business letter:
    • Block Form:
      • All six parts begin at the left margin
      • Paragraphs are not indented
    • Modified Block Form:
      • The heading, closing, and signature are at the right margin
      • All other parts begin at the left margin
the parts of a business letter
The Parts of a Business Letter
  • The heading:
    • Has three lines
      • Street address
      • City, state, zip
      • Date the letter was written
  • Inside address
      • Gives the name and address of the person or organization to whom you are writing
      • Use a courtesy title
      • Include business title after the person’s name
      • If you don’t know the person’s name, put the title of the person in its place
the parts of a business letter7
The Parts of a Business Letter
  • Salutation
    • If you are writing to a person, begin with Dear, then the courtesy title, then the last name
    • End with a colon
    • If you do not know the person’s name, use Sir or Madam
  • Body
    • The main part of your letter
    • Use an extra line between paragraphs
the parts of a business letter8
The Parts of a Business Letter
  • Closing
    • Always end in a courteous manner
    • Use Yours truly, Sincerely, Respectfully
    • Capitalize only the first word of the closing
    • End with a comma
  • Signature
    • Hand write your name
    • Under it should be your printed name
extra information
Extra Information
  • If you are including something else in your envelope along with the letter:
    • Leave two blank lines after the signature
    • Then type Enclosure and the type of item you are enclosing
    • This should be left aligned
appreciation letters
Appreciation Letters
  • Written to give thanks
  • You should explain exactly why you are pleased
  • See page 1025
complaint letters
Complaint Letters
  • Purpose is to report an error or a problem
  • You could also use this type of letter to state that you have not received services
  • Be calm when you state why you are displeased
  • Then request the solution that you feel is appropriate
  • You will be more effective if you remain cool and calm
letters of application
Letters of Application
  • Sometimes called cover letters
  • Explain why you are the best candidate for a something
  • This could be a job, a membership, or a scholarship
letter of application guidelines
Letter of Application Guidelines
  • Identify the job, membership, or scholarship and how you heard about it
  • Mention: GPA, experience, activities, personal qualities
  • Provide references in Resume, but allude to them in application
  • Include your full address
  • Do not use Mr, Mrs, or Ms unless you are sure of the title
  • Modified block format

See page 1026

job application letter
Job Application Letter
  • You have found a job opportunity that you are interested in
  • The directions say to write a letter detailing your job experience and why you would be a good fit for the job
  • Include all of your experiences, strengths, and the reasons why you should be hired
complaint letters15
Complaint Letters
  • The following information should be included:
    • What product you ordered
    • Why you are not satisfied
    • How you were effected
    • What you want done about the problem
request letters
Request Letters
  • Asks for information
  • Requests something specific
  • Usually a means to set up an installation, request a brochure, or set up a meeting
  • See page 1027
memos
Memos
  • Short for memorandum
  • A brief note written as a reminder of an event
  • This is the standard form of communication in businesses
  • They are intended to be understood completely at the first reading
  • They must be concise, organized, and direct
memos18
Memos
  • The purpose of a memo is usually to:
    • Announce or summarize a meeting
    • Request action
    • Provide important information
  • Head the memo the following way:
    • Date, To, Form, cc, and Subject
memos19
Memos
  • The memo should be organized the following way:
    • State the purpose clearly
    • Include background information
    • Use a courageous, professional tone
    • Include deadline or dates
    • Include phone number
    • cc appropriate people
memos20
Memos
  • Typing up the memos:
    • Break text into short paragraphs
    • There should be blank lines between paragraphs
    • Use bulleted or numeric lists when possible
    • Place asterisks around words that should draw attention or focus
your assignment
Your Assignment
  • Write a complaint letter on the following situation:
  • You are being charged for a $3,000 computer purchase you did not make on your Visa card
  • You have called the Visa company many times and finally were told that you can write a letter lodging a formal complaint
  • Use the following information:
    • The head of accounts payable is Mr. Jim Johnson
    • The address is 10450 Canterberry Lane, Conseco, Iowa, 33245
your assignment22
Your Assignment
  • Write a letter of appreciation.
  • Your mailbox was destroyed by vandals with baseball bats while you were out to the movies last Friday night. Your income tax refund check for $4,800 was stolen.
  • Your neighbor saw the whole thing, reported it to the police, and the vandals were apprehended and your income tax refund check was recovered.
  • Write a modified block letter to your neighbor stating how grateful you are.
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