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Business Letters. Ms. Tidwell. Why do we need to write business letters?. The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business’ respect Get what we want!. Reasons for writing letters. I am writing to…

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business letters

Business Letters

Ms. Tidwell

why do we need to write business letters
Why do we need to write business letters?
  • The key to communication
    • Business to Business
    • Individual to Business
    • Business to Individual
  • Accomplish a goal
  • Earn a business’ respect
  • Get what we want!
reasons for writing letters
Reasons for writing letters
  • I am writing to…
  • inquire about …
  • apologize for …
reasons for writing letters1
Reasons for writing letters

Requests

  • Could you possibly?
  • I would be grateful if you could…
reasons for writing letters2
Reasons for writing letters

Agreeing to Requests

  • I would be delighted to …
reasons for writing letters3
Reasons for writing letters

Giving Bad News

  • Unfortunately …
  • I am afraid that …
step 1 letterhead or typed heading
Step 1 – Letterhead orTyped Heading

Company Letterhead

Typed Heading

Consists of a typed return address

Should also include the name of the sender

Email, phone, etc.

Use a 1 inch top margin and 1 inch side margins

  • Includes logo, slogan, or other identifying items
  • Address, phone number, and other contact information
  • Use a 2 inch top margin and 1 inch side margins
  • Open a new document and create a typed heading now.
step 1 typed heading
Step 1 - Typed Heading
  • Type your name and press Enter
  • Type the address below (Notice the format of the address. You should ALWAYS format addresses like this.)
  • Press Enter

Student Name¶

Ken's Cheese House ¶

34 Chatley Avenue ¶

Seattle, WA 98765 ¶

step 2 date
Step 2 - Date
  • Immediately under the heading
  • Type today’s date
  • Then press Enter 4 times

Student Name¶

Ken's Cheese House¶

34 Chatley Avenue ¶

Seattle, WA 98765 ¶

February 30, 2020 ¶

step 3 inside address
Step 3 – Inside Address
  • Inside Address is who the letter is TO
  • Type the name and address of the person the letter is to
  • Include position and company name
  • Press Enter twice (DS)

February 30, 2020 ¶

Fred Flintstone ¶

Sales Manager ¶

Cheese Specialists Inc. ¶

456 Rubble Road ¶

Rockville, IL ¶

step 4 salutation or greeting
Step 4 – Salutation or Greeting
  • After the Inside Address and a double space
  • Type the Salutation or Greeting
  • Press Enter 2 times

Fred Flintstone¶

Sales Manager ¶

Cheese Specialists Inc. ¶

456 Rubble Road ¶

Rockville, IL ¶

Dear Mr. Flintstone: ¶

step 5 body
Step 5 - Body
  • After the Salutation and a double space
  • Type the body of the letter
  • Double Space between paragraphs
  • Double Space at the end

Dear Mr. Flintstone:¶

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 ¶

The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶

Please contact us again if we can help in any way. ¶

slide13

Dear Mr. Flintstone:¶

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856. ¶

The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶

Please contact us again if we can help in any way. ¶

part 6 complimentary close
Part 6 – Complimentary Close
  • Type the Complimentary Close
  • Press Enter 4 times
  • The writers signature goes here

Please contact us again if we can help in any way. ¶

Yours Sincerely,¶

part 7 writer s identification
Part 7 – Writer’s Identification
  • Make sure there are 4 spaces after the Complimentary Close
  • Type the Writer’s Identification including position
  • Press Enter twice

Yours sincerely, ¶

Student Name¶

Director of Ken's Cheese House ¶

part 8 reference initials
Part 8 – Reference Initials
  • Type reference initials
  • Reference initials are the initials of the person typing the letter.
  • They are always lower case

Kenneth Beare¶

Director of Ken's Cheese House ¶

si¶

part 9 notation optional
Part 9 – Notation (optional)
  • Notations include who copies are being sent to or other items enclosed in the letter.
  • Notations are a double space below the reference initials

Cheese House ¶

si¶

Enclosure: Invoice

review fill out the worksheet to help you remember the previous information
ReviewFill out the worksheet to help you remember the previous information
  • Typed heading
  • Date
  • 4 spaces
  • Inside Address
  • 2 spaces

Student Name¶

Ken's Cheese House¶

34 Chatley Avenue¶

Seattle, WA 98765 ¶

February 30, 2020 ¶

¶  

¶  

Fred Flintstone¶

Sales Manager¶

Cheese Specialists Inc.¶

456 Rubble Road¶

Rockville, IL¶

review fill out the worksheet to help you remember the previous information1
ReviewFill out the worksheet to help you remember the previous information
  • Salutation
  • 2 spaces
  • Body
  • 2 spaces
  • Body
  • 2 spaces
  • Body
  • 2 spaces

Dear Mr Flintstone:¶

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.¶

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.¶

Please contact us again if we can help in any way.¶

review fill out the worksheet to help you remember the previous information2
ReviewFill out the worksheet to help you remember the previous information
  • Complimentary Close
  • 4 spaces
  • Writers Signature
  • Writers Identification
  • 2 spaces
  • Reference Initials
  • 2 spaces
  • Notation

Yours sincerely,¶

Kenneth Beare¶

Director of Ken's Cheese House¶

si¶

Enclosure: Invoice¶

styles of letters
Styles of Letters
  • Block Style
  • Modified Block Style
  • Modified Block with Indented Paragraph
punctuation styles
Punctuation Styles
  • Open Punctuation – NO punctuation after the salutation or complimentary close
  • Mixed Punctuation - has a colon after the salutation (never a comma) and a comma after the complementary close.
    • These are the only two parts of a letter that are affected by the punctuation styles.
    • Commas after the salutation are used only in strictly personal letters.
block style
Block Style
  • Block Style with mixed punctuation
  • Block Style:
    • All letter parts are aligned on the left margin
  • Mixed Punctuation:
    • Colon follows the salutation
    • Comma follows the Complimentary close

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

 February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare

Director of Ken's Cheese House

si

modified block style
Modified Block Style
  • Modified Block Style with Open Punctuation
  • Modified Block Style:
    • Date, complimentary close, and signature block start at the center of the page
    • All other parts are aligned on the left margin
  • Open Punctuation:
    • NO punctuation after the salutation or the complimentary close

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

modified block with indented paragraphs
Modified Block with Indented Paragraphs
  • Modified Block Style with Indented Paragraphs and Mixed Punctuation
  • Modified Block Style:
    • Date and complimentary close, and signature block start at center of the page
    • All other parts are aligned on the left margin
  • Open Punctuation:
    • NO punctuation after the salutation or the complimentary close

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

  February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

1 what should be at the top of a business letter before the date
1. What should be at the top of a business letter, before the date?
  • Salutation
  • Greeting
  • Typed Heading
  • Reference Initials
2 what is the main text of the letter called
2. What is the main text of the letter called?
  • Notation
  • Subject Line
  • Body
  • Writers Identification
3 the lower case initials at the end of the letter are
3. The lower case initials at the end of the letter are
  • An acronym
  • The initials of the person who the letter is from
  • The initials of the person the letter is to
  • The initials of the person who typed the letter
5 which style of letter
5. Which Style of Letter

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare

Director of Ken's Cheese House

si

  • Block Style
  • Modified Block Style
  • Modified Block with Indented Paragraphs
6 which style of punctuation
6. Which Style of Punctuation

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare

Director of Ken's Cheese House

si

  • Open Punctuation
  • Mixed Punctuation
7 which style of letter
7. Which Style of Letter

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

  February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

  • Block Style
  • Modified Block Style
  • Modified Block with Indented Paragraphs
8 which style of punctuation
8. Which Style of Punctuation

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

  February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

  • Open Punctuation
  • Mixed Punctuation
9 which style of letter
9. Which Style of Letter

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

  February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

  • Block Style
  • Modified Block Style
  • Modified Block with Indented Paragraphs
10 which style of punctuation
10. Which Style of Punctuation

Student Name

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

  February 30, 2020

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely

Kenneth Beare

Director of Ken's Cheese House

si

  • Open Punctuation
  • Mixed Punctuation