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COMA 360 - DMH

BUSINESS LETTER BASICSSTRUCTURE AND FORMAT GUIDELINES

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COMA 360 - DMH

WHY WRITE A BUSINESS LETTER

In a era of instant electronic communication, it is still necessary to write some form of business letter.

You may need to • Request information • Send information Correct & apologize for an

error• Explain a procedure or present a problem • Sell a product or service• Express an opinion

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COMA 360 - DMH

STYLE DETERMINED BY VISUAL FACTORS

Paper quality, weight, & color Letterhead & logo design Ink colors used in printing Style & size of font Format Organizational standards

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COMA 360 - DMH

BLOCK STYLE

All elements are flush left

Easy to prepare

Businesslike appearance

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COMA 360 - DMH

MODIFIED BLOCK STYLE

Most elements are flush left

Align date and signature

Seen as gracious and balanced

Can also indent the first line of paragraphs by 5 spaces

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COMA 360 - DMH

PARTS OF A BUSINESS LETTER

Heading Opening Body Closing

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COMA 360 - DMH

HEADING

Letterhead projects the company’s image Must include: name, address, telephones

numbers and other identifiers of the company at either top or bottom of page

Date line: must be written out February 27, 2011

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COMA 360 - DMH

THE OPENING

Directs the letter to a specific individual, company or department

Most importantly greets the reader Consists of:

• The inside address (address of the person you are writing to)

• Attention line (optional) speeds the handling of a letter or used when a specific person is not being address.

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COMA 360 - DMH

SALUTATION

If you know the person’s name that you are writing to, you should use it. • Dear Dr. Jones: • Dear Mrs. Smith:

If you don’t know the person’s name, you should use the generic form salutation. • Dear Sir or Madam:

The salutation is followed by a colon (:) or comma (,)

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COMA 360 - DMH

THREE PARTS OF THE BODY

First paragraph: introduction and reason for writing. Make sure the receiver knows who you are and why you are writing

Following paragraphs: explain your reasons for writing in more detail, provide background information etc.

Last paragraph: summarize your reason for writing again and make clear what you want the recipient to do

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COMA 360 - DMH

BASIC CONTENT PATTERN

MainMessage

Necessary details

Pleasantending

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COMA 360 - DMH

THE CLOSING

The complimentary closing should match the salutation

Commonly used closings include:• Sincerely,• Regards,• Best regards,• Cordially,• Best wishes,• Cordially yours,

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COMA 360 - DMH

SIGNATURE

Sincerely,T.R. SmithThomas R. Smith

Regards,TomThomas R. Smith

If relationship is new or formal

If relationship is ongoing or informal

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COMA 360 - DMH

NOTATIONS

Notations are optional Three types:

• Enclosure: Opportunities in Trading• cc: Linda Smith, Tom Morgan, file• bcc: T. Wadsworth, Personnel

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COMA 360 - DMH

GUIDELINES FOR LETTER WRITERS

Get the reader’s attention immediately. Write sparingly. Pare your letter down to the

briefest, most meaningful elements. Keep it short. Tell the story in the first two

paragraphs. Use a conversational tone. Short words;

simple sentences. Send your letter to the right person.

Michael Klepper

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COMA 360 - DMH

KEY QUESTIONS

What is the need, concern, or interest?

Is your desired behavior clearly packaged as

a credible solution to the need, concern, or

interest?

Have you presented the benefits of action

and the consequences of inaction?

Have you rehearsed the desired behavior