WRITING A BUSINESS LETTER - PowerPoint PPT Presentation

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WRITING A BUSINESS LETTER
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WRITING A BUSINESS LETTER

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  1. WRITING A BUSINESS LETTER

  2. Why? • Suggestions/Requests • Compliments • Complaints • Rebates/Offers • Subscriptions/Cancellations • Questions/Comments

  3. FORMATTING • Business letters should be typed • They should not include a postscript. • All typing begins at the left margin • Write on fronts only; include more pages if necessary.

  4. HEADING • Begin typing the heading on the first line of the page • Begin at the margin • The heading includes your address and the date.

  5. Heading 34 Willow Way Lincoln, RI 02865 October 1, 2002

  6. INSIDE ADDRESS • Assures that your letter is delivered within the business without an envelope • 4 returns after the heading • Honorific and full name, comma, title of recipient • Company name • Mailing address

  7. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Mr. Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Inside Address

  8. SALUTATION • Hit “Enter” twice after the inside address. • Type the salutation at the left-hand margin. • Begins with the word “Dear” and is followed by “Mr.” or “Mrs.” and last name. • Place a colon after the person’s name.

  9. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Salutation Dear Mr. Simpson:

  10. BODY - Format • Skip one line after the salutation. • DO NOT indent each new paragraph. • Double space between paragraphs. • Keep paragraphs short for easy reading. • The body of a business letter has a specific order

  11. BODY – 1st Paragraph • May only be two sentences long: • Who you are (in relation to the company – make them understand why they should listen to you) • Reason(s) you are writing (complaint, compliment, request information, etc.)

  12. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. 1st Paragraph

  13. BODY – Middle Paragraphs • Middle Body Paragraphs: Thoughts, suggestions, compliments, or complaints about the topic – ONE IDEA per paragraph

  14. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students.By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Middle Paragraphs

  15. BODY – Last Paragraph Last paragraph: • Thanks for time & consideration • Request for acknowledgement • Necessary contact information

  16. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students.By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Last Paragraph Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397.

  17. Closing • Skip one line after the body. • Capitalize only the first word. • Follow with a comma • Business letter closing words: Sincerely, Respectfully, Yours Sincerely, Yours Truly

  18. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students.By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397. Closing Sincerely,

  19. Signature • “RETURN” four times. • Type your full name. • Between your closing and your typed name, sign your full name, preferably with blue ink.

  20. 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students.By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397. Sincerely, Signature Amanda Hugginkiss Mrs. Amanda Hugginkiss Typed Name

  21. Once you have revised, edited, and re-drafted your letter several times, you are ready to mail it.