Letters

Computer Applications

Letters are…

Correspondence sent from one business or individual to another.

Types of Letters: Personal-Business Letter

Includes no letterhead (stationery)

Business Letter Includes letterhead (stationery)

Top margin is usually 2-2 ½ inches. Side margins are typically 1 inch.

Letterhead

• A letterhead usually includes the symbol, mascot or some sort of picture that represents the company, and the company's address.

• Therefore, if there is a letterhead used on a Business Letter, then there is no need for the return address to be keyed.

Parts of A Letter Return Address Date Letter Address (Inside Address) Salutation Body Complimentary Close Signature Block - writer’s typed name – QS below

closing Can also include writer’s title on same line or below.

Reference Initials Attachment/Enclosure Notation

Parts of A Letter Cont.

• Return Address – the address of the person sending letter. Usually located at the very top of the letter.

• Letter Address – also called the inside address, is the address of the recipient receiving the letter.

• Salutation – Usually Dear Jane Doe

Parts of A Letter Cont.

• Complimentary Close – Usually something like Sincerely, or Yours Truly

• Signature Block – the writers typed name (QS or 4 spaces below the closing

• Reference initials – Reference initials are used when someone other than the writer prepares a letter, and they indicate the person who keyed the letter. Lowercase letters are used and appear a double space below the signature.

Formats for Business Letters

Formats for Business Letters: Modified Block –Date, closing, and signature block

are typed at center point (six tabs over).

Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs).

Punctuation Styles: Open Punctuation – No punctuation after salutation or

closing.

Mixed Punctuation – A colon after the salutation and a comma after the complimentary close.

•All lines begin at the left margin.

•Use a colon after the salutation and a comma after the complimentary close.

•SS within paragraphs

•DS between paragraphs

Personal Business Letter

in Block Style with Mixed

Punctuation

Return Address

Inside Address

Salutation

Closure

Complimentary Close

Business Letter in Modified

Block Style with Open

Punctuation

•Type the date and closure at centerpoint — 6 tabs over.

• No punctuation is used after the salutation or the complimentary close.

• SS within paragraphs

•DS between paragraphs

Inside Address

Salutation

Closure

Complimentary Close

Guidelines For Special Parts of A Letter

• Mailing notation is used when correspondence is to be sent via a special postal service.

• For example, Certified Mail, Registered Mail, or Special Delivery. Key the mailing notation a double space below the date, in all caps, and at the left margin.