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• Writing good business letters is an art that all technical people should master. • when writing a business letter, the writer produces a one-sided conversation with the reader in the sense that he/she has to anticipate the reader's questions and provide answers to those questions.
What is a Business Letter?
• A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties.
Types of Business Letters
1. 2. 3. 4. 5. 6. Letter of Transmittal Letter of Thanking Letter of Complaint Response to a Letter of Complaint Letter of Request Response to a Letter of Request
Functions of the Business Letter 1. 2. . It helps the audience( reader ) remember what is to be done. It allows the writer to provide more context or explanation than is usually possible on a form. 3. It provides a record of the activity for someone's file.
8.) Message (body of the letter) Closing writer's signature. 12. city. 3. For more information read P. 5. Enclosures (Encl:) Carbon copy Recipients (cc:) Photocopy recipients (xc:) Note: The last four components are not always included. 6. 2. typed name.. a business letter may also include the following optional information: Writer's Initials: typist's initials ( if writer did not type letter)./ Mrs. Writer's address (street. 7. 13. country). 11.The Main Components of a Business Letter • Business letters usually contain the following information (in this order): 1. and address Subject Salutation or Greeting (Dear Mr. 10. and position of sender In some situations. 217. . job title. 4. Date of writing Recipient's name./ Ms…. 9.
They need to: orient the reader to the topic at hand. • To be able to provide this information. and You. we. and define your problem. decide what you need to say. explain why the writer is writing. • They emphasize the reader/writer relationship by the use of such pronouns as I. • Business letters share some organizational features with technical reports. provide enough information to help the reader understand what he/she is to do. .How Business Letters are Organized • Business letters are more personal than most other forms of technical writing. you need to generate ideas. analyze your audience.
3. Clear Concise Correct Courteous Conversational Convincing Complete . 6. 7. 4.Seven Cs of Business Letter Writing 1. 5. 2.
Overview of Letter Parts Letterhead Dateline Letter Address Salutation Body Complimentary Closing Writer’s Name and Title Reference Initials .
telephone number and fax number of the company.Letterhead • The letter head is the heading at the top of a letter. address. • The letterhead can be typed out but it is usually printed on the company’s stationery . • It usually consists of the name.
address and telephone number at the top of the page or above the inside address .Return Address 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 Fax 1 801 784 6734 If you do not have a letter head you must write your name.
Return address • • • • Gayle McNeal 2650 Jean Way West Jordan Utah 84084 Phone 1 801 569 9463 • September 15. 2005 • Xi’an International Studies University .
. use the date it was finished and mailed.Date Line • The date line is used to indicate the date the letter was written. • If your letter is completed over a number of days.
do some research by calling the company or speaking with employees from the company . • It is always best to write to a specific individual at the firm to which you are writing. • If you do not have the person’s name.Inside Address • The inside address is the recipient’s address.
• If you are unsure of a woman’s preference in being addressed.. . Mrs.INSIDE ADDRESS Cont. use Ms. or Ms. • Follow a woman’s preference in being addressed as: • Miss.
INSIDE ADDRESS Cont • If there is a possibility that the person to whom you are writing is a Dr. • Usually. or has some other title. people will not mind being addressed by a higher title than they actually possess. use that title. .
no matter which format you are using.INSIDE ADDRESS Cont • For international addresses. type the name of the country in all-capital letters on the last line. • It should be left justified. . • The inside address begins two lines below the date.
. however. • In all other cases.Salutation • Use the same name as the inside address. • Leave one line blank after the salutation. use the personal title and full name followed by a colon. Dear Lucy:). • If you know the person and typically address them by their first name.e. including the personal title. it is acceptable to use only the first name in the salutation (i..
you might write Dear Chris Harmon: . use a nonsexist salutation. • If you don’t know a reader’s gender." • It is also acceptable to use the full name in a salutation if you cannot determine gender. such as "To Whom it May Concern.Salutation Cont. • For example.
• VERY IMPORTANT use Ms for women unless asked to use Mrs.Examples or Salutations • Dear Personnel Director.. • Dear Sir or Madam (use if you don't know who you are writing to) • Dear Mr. Miss or Ms (use if you know who you are writing to.. or Miss) • Dear Frank (use if the person is a close business contact or friend) . Mrs.
• Leave a blank line between each paragraph. be careful to remember that conciseness is very important. single space and left justify each paragraph within the body of the letter. • When writing a business letter. .Body • For block and modified block formats.
request some type of action. • The closing paragraph should restate the purpose of the letter and.) • In the first paragraph. .Body (Cont. • The next paragraph should begin justifying the importance of the main point. • In the next few paragraphs. in some cases. consider a friendly opening and then a statement of the main point. continue justification with background information and supporting details.
• your phone call today. • Thank you for your letter of March 5 th . • your letter of 23 rd March.The Reference Give a reference for the reason you are writing • With reference to your advertisement in the Times.
The Reason for Writing • I am writing to enquire about • I am writing to apologize for • I am writing to confirm .
Requesting • Could you possibly? • I would be grateful if you could Agreeing to Requests •I would be delighted to .
Giving Bad News •Unfortunately •I am afraid that Enclosing Documents •I am enclosing •Please find enclosed •Enclosed you will find .
• Please contact us again if we can help in any way. .Closing Remarks • Thank you for your help. • If you have any questions. • If there are any problems.
»seeing you next Thursday. . »meeting you next Tuesday.Reference to Future Contact »I look forward to ... »hearing from you soon.
• Capitalize the first word only (i.Closing • The closing begins at the same horizontal point as your date. • One line after the last body paragraph. .. • Put your position if you would like to.e. Thank you) • Leave four lines between the closing and the sender’s name for a signature.
.Closing (Cont.) • If a colon follows the salutation. a comma should follow the closing • otherwise. there is no punctuation after the closing.
(If you don't know the name of the person you're writing to) • Yours sincerely. (If you know the name of the person you're writing to) • Best wishes. • Best regards. (If the person is a close business contact or friend) .Finish The • Yours faithfully.
Enclosures Notation • If you have enclosed any documents along with the letter. • As an option. you may list the name of each document you are including in the envelope. . if you have included many documents and need to insure that the recipient is aware of each document. • For instance. it may be a good idea to list the names. such as a resume. you indicate this simply by typing Enclosures one line below the closing.
Copy Notation • If you are sending a copy of the letter to another person or company. . include that information at the bottom of the page. • It should have the letters Cc in front of the information.
• In sales letters.Postscript • The postscript is used to add an afterthought. • Use the initials PS before the message. it is used mainly as added punch. .
you must pay special attention to the format and font used.Format • When writing business letters. the entire letter is left justified and single spaced except for a double space between paragraphs. • Using this format. . • The most common layout of a business letter is known as block format.
.Format Cont. • the date and closing are in alignment in the center of the page. • Another widely utilized format is known as modified block format. • the body of the letter is left justified and single-spaced.
and least used.Format Cont. The final. style is semi-block. . It is much like the modified block style except that each paragraph is indented instead of left justified.
preferably a laser printer. to achieve the best possible effect • Eliminate spelling and grammar errors .PAGE SETUP • Leave a good margin on both sides (2-5cm) and on top and bottom (35cm) • Use quality paper for both your letter and envelope • Use a good printer.
• You will turn the letter in at the end of class • Use all the parts of a letter – – – – – – – The return address Date line Inside address Salutation Body of the letter three paragraphs Complimentary closing Signature .Group Activity • In a group you will write a letter.
Assignment. Use Chapter 2 as a resource • Write a letter to Roger Owens. . (Be sure to specify the time and place of the dinner.) • Decide on a date. and salutation • Write the body of the letter • Use a complimentary close and sign the letter. He will be visiting your city next week. President of XYZ Corporation. inside address. In the letter invite him and his wife to dinner on Thursday night.
• In the first paragraph. . • The next paragraph should begin justifying the importance of the main point. consider a friendly opening and then a statement of the main point. request some type of action. • The closing paragraph should restate the purpose of the letter and. in some cases.Assignment cont.
• Correct all mistakes. • The letter must be written or typed very neatly. Respond to the Letter you wrote in class today. . You will be accepting or declining the invitation. • You are Roger Owens.Homework Assignment • Will be due next week. • Complete the letter with all of the parts we used in the group letter.
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