layout of business letter 4 -ii

8/3/2019 Layout of Business Letter 4 -II

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BUSINESS LETTERS MADE SIMPLE

Kashif Ali Sabiri



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



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?



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.



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



•If you have a letterhead, you don’t

need the Return Address…

However…

123 Pine StreetOak Ridge, NJ 07438



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.



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




• 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




• Complimentary

closing

– Use Sincerely,

Sincerely yours, or

Yours truly.

Capitalize only the

first word; end with a

comma.




• 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.




• 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



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)



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



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.

layout of business letter 4 -ii

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