ppt-letters-english

Business Communications

Business Letters

Business Letter Format

Ohana Foundation

Learning Objectives

q Analyze letter content and select an appropriate writing strategy. q Write clear and concise letters. q Identify and use appropriate salutations for letters.Business Letter Format Ohana Foundation

Parts of a Business LetterLetterhead

Peerless Graphics893 Dillingham Boulevard StonyPlain,CA95014line 12 or 2 lines below letterhead

Dateline Inside Address

September 13, 200x2 to 10 lines

Mr. T. M. Wilson Visual Concepts Enterprises 1256 Lumsden Avenue Irvine, CA 92222 Dear Mr. Wilson:1 blank line

Salutation


Ohana Foundation

Parts of a Business Letter(continued)1 blank line

Subject Line Body

SUBJECT: BLOCK LETTER STYLE1 blank line

This letter illustrates block letter style, about which you asked. All typed lines begin at the left margin. The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead, whichever position is lower. In modified block style, the dateline and closing lines are started at the center instead of at the left margin.


Ohana Foundation

Parts of a Business Letter(continued)If a subject line is included, it appears two lines below the salutation. The word SUBJECT is optional. Most readers will recognize a in this position as the subject without an identifying label. The complimentary appears two lines below the end of the paragraph.1 blank line

statement close last

Complimentary Sincerely, Close

3 blank lines


Ohana Foundation

Parts of a Business Letter(continued)Signature Block Reference Initials Mark H. Wong Graphics Designer MHW:pil

1 blank line


Ohana Foundation

Letter SalutationsUse individuals name whenever possible. q When no name is available, use the simplified letter style, omitting a salutation. q When no name is available and you cannot use simplified style, rely on Ladies and Gentlemen or Madams and Sirs.Business Letter Format Ohana Foundation

Writing Plan for an Information Requestq Opening: q Body: q Closing: Ask the most important question first or express a polite command. Explain the request logically and courteously. Ask other questions if necessary. Request a specific action with an end date, if appropriate, and show appreciation in advance.Ohana Foundation


Improving Openers for Routine Request LettersWeak:Ive been given the task of locating a convention site for my companys meeting. Ive checked a number of places, and your hotel looks possible.

Improved:Will you please answer the following questions regarding possible accommodations at the Fairmont for a conference in May.Business Letter Format Ohana Foundation

Improving Openers for Routine Request LettersWeak:While reading Forbes magazine, I noticed an offer of a free video describing your organization.

Improved:Please send me your free video describing your organization.


Ohana Foundation

Improving Openers for Routine Request LettersWeak:I am conducting a training class for students of photography at our San Francisco training center, and I saw a picture that we would like to use in our program.

Improved:What is the procedure for ordering a copy of a photograph to be used for training purposes?Business Letter Format Ohana Foundation

Improving Closings for Routine Request LettersWeak:Thanks for any information you provide.

Improved:We would appreciate receiving answers to these questions before April 4 so that we will have plenty of time to plan our conference.


Ohana Foundation

Improving Closings for Routine Request LettersWeak:Hoping to hear from you at your earliest convenience.

Improved:Please send the video by August 15.


Ohana Foundation

Improving Closings for Routine Request LettersWeak:Thank you for your cooperation.

Improved:Your answer to my inquiry will help me make my printer choice. Thanks!


Ohana Foundation

Writing Plan for an Order Requestq Opening: q Body: Authorize purchase of items. Suggest method of shipping. List items vertically. Provide quantity, order number, description, and unit price. Request shipment by a specific date. Tell method of payment. Express appreciation.Ohana Foundation

q Closing:


Writing Plan for Simple Claimq Opening: q Body: Describe clearly the desired action. Explain the nature of the claim. Tell why the claim is justified. Provide details regarding action requested. End pleasantly with a goodwill statement. Include end dating if appropriate.Ohana Foundation

q Closing:


Writing Plan for Granting a Claimq Subject Line (optional): q Opening: q Body: Identify previous correspondence. Grant request or announce adjustment immediately. Provide details about how you are complying with the request. Try to regain the readers confidence. Include resale or sales promotion if appropriate. End positively with forward-looking thought. Express confidence in future business dealings.Ohana Foundation

q Closing:



Good luck with letter writing!Business Letter Format Ohana Foundation

ppt-letters-english

Documents

Transcript of ppt-letters-english