Transcript Writing a Letter The Business Letter • Written to take action in a business-related manner • Must look and sound professional • Cannot have.

Writing a Letter
The Business Letter
• Written to take action in a business-related
manner
• Must look and sound professional
• Cannot have slang or unnecessary
abbreviations in a business letter
Business Letter Specifications
• Write only on white, 8.5-11 paper
• Type in single spacing with one extra line
between paragraphs
• Always use only blue or black ink
• Avoid handwriting when at all possible
• 1” margins all around
• Use only one side of the paper
Business Letter Specifications
• Use a professional tone
• Include all necessary information, but get
to the point quickly
Styles of a Business Letter
• There are two main styles of business
letter:
– Block Form:
• All six parts begin at the left margin
• Paragraphs are not indented
– Modified Block Form:
• The heading, closing, and signature are at the right
margin
• All other parts begin at the left margin
The Parts of a Business Letter
1. The heading:
1. Has three lines
1. Street address
2. City, state, zip
3. Date the letter was written
2. Inside address
1. Gives the name and address of the person or organization
to whom you are writing
2. Use a courtesy title
3. Include business title after the person’s name
4. If you don’t know the person’s name, put the title of the
person in its place
The Parts of a Business Letter
3. Salutation
1. If you are writing to a person, begin with Dear, then
the courtesy title, then the last name
2. End with a colon
3. If you do not know the person’s name, use Sir or
Madam
4. Body
1. The main part of your letter
2. Use an extra line between paragraphs
The Parts of a Business Letter
5. Closing
1.
2.
3.
4.
Always end in a courteous manner
Use Yours truly, Sincerely, Respectfully
Capitalize only the first word of the closing
End with a comma
6. Signature
1. Hand write your name
2. Under it should be your printed name
Extra Information
• If you are including something else in your
envelope along with the letter:
– Leave two blank lines after the signature
– Then type Enclosure and the type of item you
are enclosing
– This should be left aligned
Appreciation Letters
• Written to give thanks
• You should explain exactly why you are
pleased
• See page 1025
Complaint Letters
• Purpose is to report an error or a problem
• You could also use this type of letter to
state that you have not received services
• Be calm when you state why you are
displeased
• Then request the solution that you feel is
appropriate
• You will be more effective if you remain
cool and calm
Letters of Application
• Sometimes called cover letters
• Explain why you are the best candidate for
a something
• This could be a job, a membership, or a
scholarship
Letter of Application Guidelines
1. Identify the job, membership, or scholarship
and how you heard about it
2. Mention: GPA, experience, activities, personal
qualities
3. Provide references in Resume, but allude to
them in application
4. Include your full address
5. Do not use Mr, Mrs, or Ms unless you are sure
of the title
6. Modified block format
See page 1026
Job Application Letter
• You have found a job opportunity that you
are interested in
• The directions say to write a letter detailing
your job experience and why you would be
a good fit for the job
• Include all of your experiences, strengths,
and the reasons why you should be hired
Complaint Letters
• The following information should be
included:
– What product you ordered
– Why you are not satisfied
– How you were effected
– What you want done about the problem
Request Letters
• Asks for information
• Requests something specific
• Usually a means to set up an installation,
request a brochure, or set up a meeting
• See page 1027
Memos
• Short for memorandum
• A brief note written as a reminder of an
event
• This is the standard form of
communication in businesses
• They are intended to be understood
completely at the first reading
• They must be concise, organized, and
direct
Memos
• The purpose of a memo is usually to:
– Announce or summarize a meeting
– Request action
– Provide important information
• Head the memo the following way:
– Date, To, Form, cc, and Subject
Memos
• The memo should be organized the
following way:
– State the purpose clearly
– Include background information
– Use a courageous, professional tone
– Include deadline or dates
– Include phone number
– cc appropriate people
Memos
• Typing up the memos:
– Break text into short paragraphs
– There should be blank lines between
paragraphs
– Use bulleted or numeric lists when possible
– Place asterisks around words that should
draw attention or focus
Your Assignment
• Write a complaint letter on the following
situation:
• You are being charged for a $3,000 computer
purchase you did not make on your Visa card
• You have called the Visa company many times
and finally were told that you can write a letter
lodging a formal complaint
• Use the following information:
– The head of accounts payable is Mr. Jim Johnson
– The address is 10450 Canterberry Lane, Conseco,
Iowa, 33245
Your Assignment
• Write a letter of appreciation.
• Your mailbox was destroyed by vandals with
baseball bats while you were out to the movies
last Friday night. Your income tax refund check
for $4,800 was stolen.
• Your neighbor saw the whole thing, reported it to
the police, and the vandals were apprehended
and your income tax refund check was
recovered.
• Write a modified block letter to your neighbor
stating how grateful you are.