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BUSINESS LETTERS MADE SIMPLE
Kashif Ali Sabiri
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PURPOSE
• What do I want the reader to know?
• What kind of business letter am I writing?
– Letter of inquiry
– Letter of application
– Letter of complaint
– Letter of regret
– Thank you letter
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AUDIENCE
• How well do I know
them?
• How much do they
know about my
subject?
• How will they feel
about my message?
• What vocabulary will
set the tone?
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FORM
• Choose a font that is easy to read.
• 1 to 1½ inch left and right margins.
• 1 to 1½ inch top and bottom margins.• Present information
– completely
– concisely– professionally
• Be consistent – block or modified block.
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PARTS OF A
PERSONAL-BUSINESS LETTER
• Heading
– Writer’s complete
address (Return
Address)
– Current date
• Inside Address
– Receiver’s completename, title, company
and address (Letter
Address)
1” - 1 1/2”
QUAD
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•If you have a letterhead, you don’t
need the Return Address…
However…
123 Pine StreetOak Ridge, NJ 07438
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PARTS OF A BUSINESS LETTER (continued)…
• Salutation
– Begin with Dear:
– Use Mr. or Ms. before the receiver’s name
– Use Dear or Attention followed by an appropriate
title, such as Customer Service Department or Sales
Manager.
– Use Dear Sir or Madame or Ladies andGentlemen. Include BOTH genders for a general
audience.
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RULES OF THUMB…
AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES.
(Mr., Mrs., Ms., etc. – FL, NJ, OH)
PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA.
Mrs. G. DeGraw, President
PLACE A LONGER TITLE ON A SEPARATE LINE.
Mrs. G. DeGraw
Executive Director of Safety
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PARTS OF A BUSINESS LETTER (continued)…
• Body
– Single-space paragraphs,double-space betweenparagraphs.
– Two paragraphs.
– Avoid long phrases.
– Avoid making business letterslonger than one page.
– Heading on Page 2.
Ms. Moss 2 or Ms. MossPage 2
1” - 1 1/2”
QUAD
DS
DS
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PARTS OF A BUSINESS LETTER (continued)…
• Complimentary
closing
– Use Sincerely,
Sincerely yours, or
Yours truly.
Capitalize only the
first word; end with a
comma.
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PARTS OF A BUSINESS LETTER (continued)…
• Signature lines
– Leave four lines (QS) for your handwritten
signature
– Type your name and title below the signature line.
– Type the words Enclosure(s) two lines below the
typed signature.
– Sending a copy of the letter elsewhere?cc: PLUS the person or department name. This
line goes beneath the enclosure line.
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PARTS OF A BUSINESS LETTER (continued)…
• Reference initials…
– Double spaced after the typed signature line
– Lowercase initials
Examples:
/ged
HE:ged
GED
Sincerely,
Mrs. G. DeGraw
Mrs. G. DeGraw, President
/ged
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R E V I E W
• PARTS OF A PERSONAL-BUSINESSLETTER:
Return Address (includes DATE)
Inside AddressSalutation
Body
Complimentary Close
Reference Initials
Enclosures (if any)
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123 Pine StreetOak Ridge, NJ 07438October 30, 2005
ABC Company345 Spruce StreetWhatever, IL 01233
Dear Mr. Brown:
Insert the part of the body of the letter here. The
body of the letter should tell something about whatyou hope to convey.
It should also have a closing paragraph in it. Thereshould be at least two sentences per paragraph.
Sincerely,
Mrs. DeGrawMrs. DeGraw, Chairperson
/ged
Enclosure
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BLOCK versus MODIFIED BLOCK
BLOCK
• All parts of the
letter begin at theleft margin.
•Paragraphs are
NOT indented.
MODIFIED BLOCK
• The heading and
complimentary close
begin at the center of
the page.
• Paragraphs ARE
indented.