business letters mr. tees. why do we need to write business letters? the key to communication...
TRANSCRIPT
BUSINESS LETTERS
Mr. Tees
Why do we need to write business letters?•The key to communication
•Business to Business•Individual to Business•Business to Individual
•Accomplish a goal•Earn a business’ respect•Get what we want!
Reasons for Writing Letters
•I am writing to…
•Inquire about …
•Apologize for …
Reasons for Writing Letters
Requests
•Could you possibly?
•I would be grateful if you could…
Reasons for Writing Letters
Agreeing to Requests
•I would be delighted to …
Reasons for Writing Letters
Giving Bad News
•Unfortunately …
•I am afraid that …
Step 1 – Letterhead orTyped 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
Step 1 - Typed Heading
•Type the address below (Notice the format of the address. You should ALWAYS format addresses like this.)
•Press Enter
34 Chatley Avenue Seattle, WA 98765
Step 2 - Date
•Immediately under the heading
•Type today’s date
•Then press Enter 4 times
34 Chatley Avenue Seattle, WA 98765 February 30, 2020
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)
February 30, 2020
Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 61611
Step 4 – Salutation or Greeting
•After the Inside Address and a double space
•Type the Salutation or Greeting
•Press Enter 2 times
Mr. Fred FlintstoneSales Manager Cheese Specialists Inc.
456 Rubble Road Rockville, IL 61611
Dear Mr. Flintstone:
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.
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.
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.
Sincerely,
Part 7 – Writer’s Identification
•Make sure there are 4 enters after the Complimentary Close
•Type the Writer’s Identification including position
•Press Enter twice
Sincerely,
Kenneth Beare
Director of Ken's Cheese House
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 writer’s identification
Enclosure: Invoice
ReviewFill out the worksheet to help you remember the previous information
1. Typed heading
2. Date3. 4 enters4. Inside
Address5. 2 enters
34 Chatley AvenueSeattle, WA 98765 February 30, 2020
Mr. Fred FlintstoneSales ManagerCheese Specialists Inc.456 Rubble RoadRockville, IL 616111
ReviewFill out the worksheet to help you remember the previous information
6. Salutation7. 2 enters8. Body9. 2 enters10.Body11.2 enters12.Body13.2 enters
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.
ReviewFill out the worksheet to help you remember the previous information
14. Complimentary Close
15.4 enters16.Writers Signature17.Writers
Information18.2 enters19.Notation
Sincerely,
Kenneth Beare
Director of Ken's Cheese House
Enclosure: Invoice
Styles of Letters
•Block Style
•Modified Block Style
•Modified Block with Indented
Paragraph
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 personal letters.
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
34 Chatley Avenue
Seattle, WA 98765
February 30, 2020
Mr. Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL 61611
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.
Sincerely,
Kenneth Beare
Director of Ken's Cheese House
Enclosure: Invoice
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
34 Chatley Avenue
Seattle, WA 98765
February 30, 2020
Mr. Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL 61611
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.
Sincerely
Kenneth Beare
Director of Ken's Cheese House
Enclosure: Invoice
Modified Block with Indented Paragraphs
•Modified Block Style with Indented Paragraphs and Open 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
34 Chatley Avenue
Seattle, WA 98765
February 30, 2020
Mr. 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.
Sincerely
Kenneth Beare
Director of Ken's Cheese House
Enclosure: Invoice