BusinessLetters.pptx

(1)

Business Letters

(2)

Why do we need to write business

letters?

•

The key to communication

•

Business to Business

•

Individual to Business

•

Business to Individual

•

Accomplish a goal

(3)

Reasons for writing letters

•

I am writing to…

•

inquire about …

(4)

Requests

•

Could you possibly?

•

I would be grateful if

(5)

Reasons for writing letters

Agreeing to Requests

•

I would be delighted

(6)

Giving Bad News

•

Unfortunately …

(7)

Step 1 – Letterhead or

Typed Heading

Company Letterhead

•

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

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

(8)

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

(9)

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 ¶

¶

(10)

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)

¶

Fred Flintstone ¶

Sales Manager ¶

Cheese Specialists Inc. ¶

456 Rubble Road ¶

Rockville, IL ¶

¶

(11)

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: ¶

¶

(12)

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. ¶

(13)

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. ¶

¶

(14)

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,

¶

(15)

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 ¶

(16)

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 ¶

¶

(17)

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¶

¶

(18)

Review

Fill out the worksheet to help you remember the previous information

1.

Typed heading

2.

Date

3.

4 spaces

4.

Inside Address

5.

2 spaces

Student Name¶

Ken's Cheese House¶

34 Chatley Avenue¶

Seattle, WA 98765 ¶

¶

Fred Flintstone¶

Sales Manager¶

(19)

Review

6.

Salutation

7.

2 spaces

8.

Body

9.

2 spaces

10.

Body

11.

2 spaces

12.

Body

13.

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.¶

(20)

Review

14.

Complimentary Close

15.

4 spaces

16.

Writers Signature

17.

Writers Identification

18.

2 spaces

19.

Reference Initials

20.

2 spaces

21.

Notation

¶

Yours sincerely,¶

¶

Kenneth Beare¶

Director of Ken's Cheese House¶

¶

si¶

¶

(21)

Styles of Letters

•

Block Style

•

Modified Block Style

(22)

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

(23)

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

(24)

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

Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone

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

Kenneth Beare

(25)

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

Kenneth Beare

(26)

(27)

1. What should be at the top of a

business letter, before the date?

a)

Salutation

b)

Greeting

c)

Letterhead

(28)

2. What is the main text of the

letter called?

a)

Notation

b)

Subject Line

c)

Body

(29)

3. The lower case initials at the end

of the letter are

a)

An acronym

b)

The initials of the person who the letter is from

c)

The initials of the person the letter is to

(30)

4. How many spaces should be after

the Complimentary Close?

a)

2

b)

3

c)

4

(31)

5. Which Style

of Letter

a)

Block Style

b)

Modified Block

Style

c)

Modified Block

with Indented

Paragraphs

Kenneth Beare

(32)

6. Which Style

of Punctuation

a)

Open Punctuation

b)

Mixed

Punctuation

Kenneth Beare

(33)

7. Which Style

of Letter

a)

Block Style

b)

Modified Block

Style

c)

Modified Block

with Indented

Paragraphs

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765

February 30, 2020

Kenneth Beare

(34)

8. Which Style of

Punctuation

a)

Open Punctuation

b)

Mixed

Punctuation

February 30, 2020

Kenneth Beare

(35)

9. Which Style

of Letter

a)

Block Style

b)

Modified Block

Style

c)

Modified Block

with Indented

Paragraphs

February 30, 2020

Kenneth Beare

(36)

10. Which Style

of Punctuation

a)

Open Punctuation

b)

Mixed

Punctuation

February 30, 2020

Kenneth Beare