Professional Documents
Culture Documents
Making Business Letters and Documents Look Attractive on Paper and on the Computer Screen
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
Discuss the importance of appearance for letters. List what can be found on a letterhead. Identify the standard parts of a business letter. List appropriate courtesy titles. Explain the optional parts of a letter. Differentiate between open and mixed punctuation style.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
List the parts of a second-page heading. Describe the differences between full block, semiblock, modified block, and simplified letter styles. Explain how to fold letters.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
Explain why some American customs will not work when writing international letters. Understand that online documents look differently. Become aware of the formatting tips to use for online documents.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Feel of the Paper Design of the Letter Letter arrangement Appearance of type
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Stationery
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Stationery
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letterhead
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Layout of Letter
Length of Letter Short
Number of Words
Under 100 100200
Medium
Long Two pages
1 1/2 inches
1 inch 1 inch
200300
Over 300
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letterhead or Return Address Date Inside Address Attention Line or Salutation Body Signature Block
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Optional Parts
Subject Line
Complimentary Close
Reference Initials
Enclosures
Copies
Postscripts
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Punctuation Styles
Open Punctuation:
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Punctuation Styles
Mixed Punctuation: Requires a colon following the salutation and a comma following the complimentary close.
Dear Mrs. Williams: Sincerely,
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Second-Page Heading
Show Me-Farm 2 May 13, 20xx
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letter Styles
Full Block Style:
Date Inside Address Salutation Begin all lines at left margin
Closing
Signature
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letter Styles
Semiblock Style:
Date
Indent paragraphs five spaces.
Place the date, closing, and signature beginning to the right of center.
Closing, Signature
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letter Styles
Modified Block Style:
Date
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Letter Styles
Simplified Style:
Developed by the Administrative Management Society. Contains no salutation or close. Uses a subject line instead of salutation. Begins all lines at left margin.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Take time to properly fold a letter. Sloppy folding can spoil a letter. If the paper is clipped, place the letter in the envelope so that the clip faces the bottom.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
2a
3a
4a
1.
2b
3b
4b
5b
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Addressing Envelopes
Harris Motor Lodge Omena, Michigan 49074 The Lawrence Book Company 209 West Third Street Chicago, Illinois 60610
PERSONAL
SPECIAL DELIVERY The Mr. Arnold C.Lawrence Evans Book Company 209 West Third Street 2110 Crestview Road Chicago, Salt Lake City, UTIllinois 8411660610
Townsend Paper Company The Book Company Attention Mr. Lawrence John A. Manning 209 West Third Street 1532 Lexington Avenue Chicago, Illinois 60610 St. Louis, MO 63109
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
International Letters
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Use a headline. Split into different pages. Dont make your topics linear. Use plenty of subheads. Format headings. Bold or highlight text. Use italics for emphasis.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Use bullets. Repeat your most important quotes. Use white space generously. Update frequently. Use sans serif headlines Have a link where readers can print out your documents.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.