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Components of Business Letters
Business Letters
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External Written Business communication
From a business to another business or individual
Usually have a formal tone
Used when you want a permanent written record of
communication
• Business letters are formal paper communications
between, to or from businesses
• Business letters are sometimes called "snail-mail" (in
contrast to email which is faster).
Business letters includes:
· Letter
· Memo
· Fax
· Email
Who writes Business Letters?
• Letters are written from a person/group, known
as the sender to a person/group, known in business as the
recipient.
• Some examples of senders and recipients:
· business «» business
· business «» consumer
· job applicant «» company
· citizen «» government official
· employee «» employee
· staff member «» staff member
Why write Business Letters?
· To persuade
· To inform
· To request
· To express thanks
· To remind
· To recommend
· To apologize
· To congratulate
· To reject a proposal or offer
· To introduce a person or policy
· To invite or welcome
· To follow up
· To formalize decisions
Sample
Letterhead
Business letters are
normally keyed on
special stationery
called letterhead.
Please review the
special letterheads
identified on this
website:
http://www.intersend.co
m/letterhead/.
Margins
When you begin keying
a business letter, first
set the correct margins:
Top
2”-2.5”
Left 1”
•2” or 2.5” top
margin
depending on the
length of the
letterhead
•1” side margins
•1” bottom
margins
File, Page
Setup in
Word 972003
Page
Layout tabMargins
icon in
Word 2007
Right 1”
Bottom
1”
Punctuation
Letters can use two types of punctuation: open or mixed.
Mixed punctuation: a colon is keyed
Open punctuation: no colon
after the salutation and a comma is
after the salutation and no
keyed after the complimentary
comma after the complimentary
closing.
closing.
Parts and Spacing
Essential Components of Letter
Dateline
The dateline the is first
part of the letter.
It should be typed with
the month spelled out
and the full year as
noted in the sample.
The dateline should
reflect the date the
letter is prepared and
signed.
Quadruple space after
the dateline.
Inside
Address
The inside address is
the second part of the
business letter.
The inside address is
the address of the
person receiving the
letter.
The inside address
should include the
name, street address
and city, state and zip
code of the recipient.
Double space after the
inside address.
Salutation
Also known as the
greeting, the salutation
is the hello part of the
business letter.
Salutations should
include a greeting
word, recipients title
and last name.
Open Punctuation: no
punctuation after the
salutation
Mixed Punctuation:
colon after the
salutation
Double space after the
salutation.
Body
The body of the letter is
the message in
paragraph form.
Most letter bodies
consist of three
paragraphs: statement
of purpose,
information/facts, call
for action.
Double space between
the paragraphs and
single space between
them.
Double space after the
body.
Complimentary
Close
The complimentary
close is the goodbye of
the business letter.
Complimentary closes
can vary and include
words and phrases
such as Sincerely,
Yours Truly, Thank you.
Open Punctuation: no
punctuation after the
complimentary close
Mixed Punctuation:
colon after the
complimentary close
Quadruple space after
the complimentary
close.
Signature
Block
The signature block is
the writers typed name
and title.
There will always be a
quadruple space before
the signature block to
allow for the writer to
hand sign their name.
Double space after the
signature block.
Optional Components of Letter
1) Reference
Initials
Reference initials are
the typist initials.
Reference initials are
used when the writer of
the letter and the typist
of the letter are
different people.
Reference initials are
lowercase and have no
punctuation or spaces.
Double space after
reference initials.
2) Enclosure
Notation
An enclosure notation
is used when
something is enclosed
(included) within the
envelope with the letter.
Enclosures can include
anything from a form to
a picture to a check.
Double space after the
enclosure notation.
3) Subject Line
Dr Ron Schafer
Linguistics Department
Edinburgh University
Edinburgh, IL 66205
Subject: LINGUISTICS CONFERENCE REGISTRATION PAYMENT
Dear Dr Schafer
4) New-Page Notation
Left, Margin, Subsequent Page Notation
Mabel Tinjaca
Page 2
Nov 26, 2011
5) Copy Notation
Sincerely
Brian Altman
Brian Altman
Enclosure: August Status Report
Cc: Marcia Rittmaster
Erica Nochlin
LETTER TEMPLATES
Some already made Templates
are available…
LETTER FORMATS
Formats
Full Block Format: all letter parts are keyed at the left
margin. There will be nothing indented with tabs or the tab
key. Sometimes “Subject Line” is also included in Full Block
format.
Modified Block style:
The date, complimentary closing,
and writer’s name and title are indented to 3.25”. This feature of
indenting gives it old-fashioned and less- professional look.
Simplified Format: Similar to full block letter in that all
text is typed margin left. However, the three significant changes
in it are: No salutation, no added subject line, no complementary
close.
935 West Hermosa
Okasa, CA 94610
Nov 26. 2011
Edie Kreisler
1126 Ranglien Way
San Antonio, TX 78213
Subject: PURCHASE OF BREACHFRONT PROPERTY
---------------------------------------------------INTRODUCTION-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------DISCUSSION----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------CONCLUSION-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Walt Mcdonald
Walt Mcdonald
Enclosure (3)
Project/ Assignment
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Go to different banks
Collect minimum 10 sample letters from each bank
Categorize them
Refer to “Technical Writing” by Gerson & Gerson for
the categorization of letters
Analyse each letter
Identify their IDENTICAL/ DISTINGUISHED
features/ formats/ structure
PRESENT your research project in the Class
Write a LONG FREPORT on the same for your final
internal assessment.
THANK YOU