You are on page 1of 24

Chapter 7

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.

Describe how to address an envelope.

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.

First Impression Makes or Breaks

Before Reading, People Will React to the:


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

Standard 8 1/2 x 11 Inches 16 to 20 lb. White

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

Stationery

Felt front of letterhead Wire back of letterhead

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

Letterhead

Legitimizes the business organization.


Includes at least these basic elements:

Company name Address Zip code

Generally occupies top two inches of stationery.

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

Side Margins 2 inches

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.

Standard Parts of a Business Letter


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:

Requires no punctuation following salutation or close.


Dear Ms. Williams Sincerely

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

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

Ms. Taylor Matilik

March 15, 20xx


Page 2

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

Date begins at center of page.


Close and signature block align with date. Closing, Signature

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.

Folding and Inserting Enclosures


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.

Folding and Inserting Enclosures

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

Townsend Paper Company 1532 Lexington Avenue St. Louis, MO 63109

Attention Mr. John A. Manning

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

International Letters

Use a more formal tone.

Include maximum punctuation.


Do not use first names in salutations.

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

Format Principles for Online Documents


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.

Format Principles for Online Documents


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.