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rdv2012

rdv2012. The Basics. of. Writing Communication Letters. RDV 2012. Workshop Outline. What is a Communication Letter? Uses of Communication Letters Formatting and Parts of a Communication Letter Tips in writing letters. EVENT DOCUMENTATION. What is a communication letter?.

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rdv2012

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  1. rdv2012

  2. The Basics of Writing Communication Letters RDV 2012

  3. Workshop Outline • What is a Communication Letter? • Uses of Communication Letters • Formatting and Parts of a Communication Letter • Tips in writing letters EVENT DOCUMENTATION

  4. What is a communication letter? • Why write one? • To Whom is one written? • What should be in one? • What is proper format? EVENT DOCUMENTATION

  5. Uses and importance of Communication Letters • Written communicationis a critical aspect of how people can share information with each other in an efficient, professional manner. EVENT DOCUMENTATION

  6. Uses and importance of Communication Letters 2.Properly written, business letters can give a positive reflection on an individual. EVENT DOCUMENTATION

  7. Format and Parts of A Communication Letter • Senders Name and Address • Date • Inside Address • Salutation • Body • Closing EVENT DOCUMENTATION

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

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

  10. 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)

  11. Complimentary Close • Sincerely, • Yours truly, • Respectfully yours, • Followed by three lines (Enter Key 4 times) • After printing you will sign the letter here

  12. Signature • Your Full Name • Mrs. Regina Santos • Your Title (if appropriate) • Property Custodian • Followed by one lines (Enter Key twice) • If optional parts are required

  13. 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)

  14. Format and Parts of A Communication Letter BASIC LETTER FORMATS There are three common formats for the business letter: • The unblocked format • The semi-blocked format • The blocked format EVENT DOCUMENTATION

  15. The unblocked format • The first line of the paragraph is indented a few spaces • The writer's address, the date, the closing, the writer's signature , and the typed version of the writer's name and job title are indented two thirds of the way across the page.

  16. The semi-blocked format • The first line of the paragraph is lined up with the left margin • There is an extra blank line between paragraphs to signal the start of a new paragraph. • The writer's address, date, closing, and signature are indented as in the unblocked format.

  17. The blocked format • The first lines of paragraphs and all the other address, date, closing and signature information are lined up with the left margin. • There is an extra blank line between paragraphs.

  18. When to use Official Company Letterhead? • When the writer is OFFICIALLY representing the organization for correspondence with people outside the organization EVENT DOCUMENTATION

  19. Tips in Writing Business Letters Before anything… PLAN! PLAN! PLAN EVENT DOCUMENTATION • What is your purpose? • How would you like your intended reader to respond?

  20. Tips in Writing Business Letters Remember… “The Devil is in the Details” EVENT DOCUMENTATION • Make an outline following an inverted pyramid structure • Double check if the details are correct (dates, names etc)

  21. Tips in Writing Business Letters Get right to the point… EVENT DOCUMENTATION Don’t use unnecessary words and phrases that distract from the main idea of the email or may confuse the reader

  22. Tips in Writing Business Letters Get right to the point… EVENT DOCUMENTATION Don’t use unnecessary words and phrases that distract from the main idea of the email or may confuse the reader

  23. Tips in Writing Business Letters Again… Remember KISS EVENT DOCUMENTATION KEEP IT SHORT AND SIMPLE

  24. End of presentation THANK YOU FOR LISTENING! EVENT DOCUMENTATION .. Or did you?

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