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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 l.jpg
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 l.jpg
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


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Business Letter Specifications

  • Use a professional tone

  • Include all necessary information, but get to the point quickly


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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


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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


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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


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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


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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


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Appreciation Letters

  • Written to give thanks

  • You should explain exactly why you are pleased

  • See page 1025


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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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