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Lecture 05 writing a business letter
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Transcript of Lecture 05 writing a business letter
Creating a Business Letter
Presented by:Dr. Akhlas Ahmed
Lecture # 05Preston University
2
What is a Business Letter? Why write one?
Written to give information Written to serve as evidence in cases of
dispute Written to build goodwill Written to remember facts Written because they are convenient
To Whom is one written? What should be in one? What is proper format?
3
What are the types of Business Letters?
Formal Business May or May not be typed on
Letterhead Letterhead
Already contains your return address You don’t need to retype it. You may write if want to send letter on blank paper.
4
What are the Required Parts of a Business Letter?
Letterhead or Heading Dateline Inside Address Salutation Body Complimentary Closing Signature Typists Initials Optional:
Enclosure Attachment
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What’s in The Heading (your information)
Single Spaced – followed by four lines Always includes the date
As the last entry Business Letter (no letterhead)
Your return address Only abbreviation is Postal Code - NJ
May include Phone#, Fax#, Email@ Date
Formal Business Letter (on letterhead) Date only
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What is the Inside Address (addressee’s information)
Person’s Name, Title Company Name/Department Company Address Single Spaced
Followed by one blank lines (Enter Key twice)
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What is the Salutation? (a greeting)
Dear Mr. Sloan Dear Dr. Smith Dear Ms. Jones Gentlemen Dear Sir or Madam
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What is the Body? (The actual letter)
Brief and to the point! Strictly Business
Guideline – 3 paragraphs (at least) Brief Introduction Contents - What I want Conclusion and Thank you
Each paragraph: Single Spaced Followed by one blank lines (Enter Key twice)
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Complimentary Close
Sincerely, Yours truly, Respectfully yours, Followed by three lines (Enter Key 4 times)
After printing you will sign the letter here
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Signature Your Full Name
Mrs. Regina Sikorski Your Title (if appropriate)
Computer Club Moderator Followed by one lines (Enter Key twice)
If optional parts are required
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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)
12
What are acceptable formats for a Business Letter?
Block All parts are Left Justified to the margin
Modified Block All parts Left aligned Heading, Close, Signature at
tab position 3.25 Indentation – choose either
No paragraph indentation All paragraphs first line indent .5
13
What are acceptable punctuation styles for a Business Letter?
Open No punctuation after
Salutation or Complimentary Closing Dear Mrs. Smith Respectfully yours
Mixed Punctuation after
Colon (:) after Salutation Dear Sir:
Comma (,) after Complimentary Closing Sincerely,
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Understand that parameters can be mixed and matched –8 Possibilities
Personal vs. Formal Format Style Punctuation Style
MixedBlock
OpenPersonal Business
MixedModified
OpenLetter
MixedBlock
OpenFormal Business
MixedModified
Open
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Software Connections
1551 Riverwalk Pensacola, FL 32507 (904) 555-4422
November 3, 2009 Mrs. Edith Neal Pensacola High School 719 Vista Boulevard Pensacola, FL 32501 Dear Mrs. Neal: Are you and your business students in a midyear slump? Do your classes need energizing? Software Connection has the solution to your problem. On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for local schools. Students will have an opportunity for hands-on experience with the latest business software. Professional programmers will be available to answer technical and career questions. Drawings for free software will be held every hour—and a free lunch will be served to all seminar guests. Make plans now to attend. Simply indicate on the enclosed postage-free card how many students you will be bringing, and mail it by November 6. We will do the rest! Sincerely, Erin Higgins President sls Enclosure
Example: Block/mixed punctuation
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Example: Modified Block/Open Punctuation
Software Connections
1551 Riverwalk Pensacola, FL 32507 (904) 555-4422
November 3, 2009 Mrs. Edith Neal Pensacola High School 719 Vista Boulevard Pensacola, FL 32501 Dear Mrs. Neal Are you and your business students in a midyear slump? Do your classes need energizing? Software Connection has the solution to your problem. On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for local schools. Students will have an opportunity for hands-on experience with the latest business software. Professional programmers will be available to answer technical and career questions. Drawings for free software will be held every hour—and a free lunch will be served to all seminar guests. Make plans now to attend. Simply indicate on the enclosed postage-free card how many students you will be bringing, and mail it by November 6. We will do the rest! Sincerely Erin Higgins President sls Enclosure
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Letterhead
Software Connections
1551 Riverwalk Pensacola, FL 32507 (904) 555-4422
18
Thanks