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Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Chapter 7Chapter 7

Making Business Letters Making Business Letters and Documents Look and Documents Look

Attractive on Paper and on Attractive on Paper and on the Computer Screenthe Computer Screen


Learning ObjectivesLearning Objectives

• Discuss the importance of appearance for Discuss the importance of appearance for letters.letters.

• List what can be found on a letterhead.List what can be found on a letterhead.• Identify the standard parts of a business Identify the standard parts of a business

letter.letter.• List appropriate courtesy titles.List appropriate courtesy titles.• Explain the optional parts of a letter.Explain the optional parts of a letter.• Differentiate between open and mixed Differentiate between open and mixed

punctuation style.punctuation style.



• List the parts of a second-page List the parts of a second-page heading.heading.

• Describe the differences between full Describe the differences between full block, semiblock, modified block, and block, semiblock, modified block, and simplified letter styles.simplified letter styles.

• Explain how to fold letters.Explain how to fold letters.

• Describe how to address an envelope.Describe how to address an envelope.



• Explain why some American customs Explain why some American customs will not work when writing will not work when writing international letters.international letters.

• Understand that online documents Understand that online documents look differently.look differently.

• Become aware of the formatting tips Become aware of the formatting tips to use for online documents.to use for online documents.


First Impression Makes or First Impression Makes or BreaksBreaks

• Before Reading, People Will Before Reading, People Will React to the:React to the:• Feel of the PaperFeel of the Paper• Design of the LetterDesign of the Letter• Letter arrangementLetter arrangement• Appearance of typeAppearance of type


StationeryStationery

• StandardStandard• 8 1/2 x 11 Inches8 1/2 x 11 Inches• 16 to 20 lb.16 to 20 lb.• WhiteWhite


StationeryStationery

• Felt — front of letterheadFelt — front of letterhead• Wire — back of letterheadWire — back of letterhead


• Legitimizes the business organization.Legitimizes the business organization.

• Includes at least these basic elements:Includes at least these basic elements:• Company nameCompany name• AddressAddress• Zip codeZip code

• Generally occupies top two inches of Generally occupies top two inches of stationery.stationery.

LetterheadLetterhead


Layout of LetterLayout of Letter

Length of Letter

Short

Medium

Long

Two pages

Side Margins

2 inches

1 1/2 inches

1 inch

1 inch

Number of Words

Under 100

100–200

200–300

Over 300


Standard Parts of a Business Standard Parts of a Business LetterLetter

• Letterhead or Return AddressLetterhead or Return Address

• DateDate

• Inside AddressInside Address

• Attention Line or SalutationAttention Line or Salutation

• BodyBody

• Signature BlockSignature Block


Optional PartsOptional Parts• Subject LineSubject Line

• Complimentary CloseComplimentary Close

• Reference InitialsReference Initials

• EnclosuresEnclosures

• CopiesCopies

• PostscriptsPostscripts


Punctuation StylesPunctuation Styles

• Open Punctuation:Open Punctuation:• Requires no punctuation following Requires no punctuation following

salutation or close.salutation or close.

Dear Ms. WilliamsDear Ms. WilliamsSincerelySincerely


Punctuation StylesPunctuation Styles

• Mixed Punctuation:Mixed Punctuation:• Requires a colon following the Requires a colon following the

salutation and a comma salutation and a comma following the complimentary following the complimentary close.close.

Dear Mrs. Williams:Dear Mrs. Williams:Sincerely,Sincerely,


Second-Page HeadingSecond-Page Heading

Show –Me-Farm 2 May 13, 20xx

Mr. Frank Smith, July 31, 20xx, page 2

Ms. Taylor Matilik

March 15, 20xx

Page 2


Letter StylesLetter Styles

Full Block Style:Full Block Style:Date

Inside Address

Salutation

Begin all lines at left margin

Closing

Signature


Letter StylesLetter StylesSemiblock Style:Semiblock Style:

Date Date

Indent paragraphs Indent paragraphs five spaces. five spaces.

Place the date, Place the date, closing, and signature closing, and signature beginning to the right of beginning to the right of center.center.

Closing,Closing,

SignatureSignature


Letter StylesLetter StylesModified Block Modified Block

Style:Style:

Date Date

Date begins at center Date begins at center of page.of page.

Close and signature Close and signature block align with date.block align with date.

Closing,Closing, Signature Signature


Letter StylesLetter Styles

• Simplified Style:Simplified Style:• Developed by the Administrative Developed by the Administrative

Management Society.Management Society.• Contains no salutation or close.Contains no salutation or close.• Uses a subject line instead of Uses a subject line instead of

salutation.salutation.• Begins all lines at left margin.Begins all lines at left margin.


Folding and Inserting Folding and Inserting EnclosuresEnclosures

• Take time to properly fold a letter.Take time to properly fold a letter.

• Sloppy folding can spoil a letter.Sloppy folding can spoil a letter.

• If the paper is clipped, place the If the paper is clipped, place the letter in the envelope so that the clip letter in the envelope so that the clip faces the bottom.faces the bottom.


Folding and Inserting Folding and Inserting EnclosuresEnclosures

1.2a

3a

4a

5b3b 4b2b


Townsend Paper Company1532 Lexington AvenueSt. Louis, MO 63109

Attention Mr. John A. Manning

The Lawrence Book Company209 West Third StreetChicago, Illinois 60610


Townsend Paper CompanyAttention Mr. John A. Manning1532 Lexington AvenueSt. Louis, MO 63109


Harris Motor LodgeOmena, Michigan 49074

Mr. Arnold C. Evans2110 Crestview RoadSalt Lake City, UT 84116

PERSONAL SPECIAL DELIVERY

Addressing EnvelopesAddressing Envelopes


International LettersInternational Letters

• Use a more formal tone.Use a more formal tone.

• Include maximum punctuation.Include maximum punctuation.

• Do not use first names in Do not use first names in salutations.salutations.


Format Principles for Online Format Principles for Online DocumentsDocuments

• Use a headline.Use a headline.• Split into different pages.Split into different pages.• Don’t make your topics linear.Don’t make your topics linear.• Use plenty of subheads.Use plenty of subheads.• Format headings.Format headings.• Bold or highlight text.Bold or highlight text.• Use italics for emphasis.Use italics for emphasis.


Format Principles for Online Format Principles for Online DocumentsDocuments

• Use bullets.Use bullets.• Repeat your most important quotes.Repeat your most important quotes.• Use white space generously.Use white space generously.• Update frequently.Update frequently.• Use sans serif headlinesUse sans serif headlines• Have a link where readers can print Have a link where readers can print

out your documents.out your documents.

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Documents

business communication

pearson education

upper saddle river

business letters

business letterletterhead

business organization

rights reservedstationeryfelt

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