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RDV 2012
of
The Basics
Writing Communication
Letters
Workshop Outline
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What is a Communication Letter? Uses of Communication Letters Formatting and Parts of a Communication Letter Tips in writing letters
What is a communication letter?
• Why write one?
• To Whom is one written?
• What should be in one?
• What is proper format?
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Uses and importance of
Communication Letters 1. Written communication
is a critical aspect of how people can share
information with each other in an efficient, professional manner.
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Uses and importance of
Communication Letters
2. Properly written, business letters can
give a positive reflection on an
individual.
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Format and Parts of A Communication
Letter
1. Senders Name and Address 2. Date 3. Inside Address 4. Salutation 5. Body 6. Closing
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What is the Inside Address (addressee’s information)
• Person’s Name, Title
• Company Name/Department
• Company Address
• Single Spaced
– Followed by one blank lines (Enter Key twice)
9
What is the Salutation? (a greeting)
• Dear Mr. Soandso
• Dear Dr. Smith
• Dear Ms. Jones
• To Whom it May Concern
• Dear Sir or Madam
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What is the Body? (The actual letter)
• Brief and to the point!
– Strictly Business
• Guideline – 3 paragraphs
– Brief Introduction
– Contents - What I want
– Conclusion and Thank you
• Each paragraph:
– Single Spaced
– Followed by one blank lines (Enter Key twice)
11
Complimentary Close • Sincerely,
• Yours truly,
• Respectfully yours,
• Followed by three lines (Enter Key 4 times)
– After printing you will sign the letter
here
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Signature • Your Full Name
– Mrs. Regina Santos
• Your Title (if appropriate)
– Property Custodian
• Followed by one lines (Enter Key twice)
– If optional parts are required
13
Optional Parts
• Typist Initials
– If your secretary typed this for you
– RES/js
• Enclosure
– If something else is in the letter or package
– Followed by one lines (Enter Key twice)
Format and Parts of A Communication
Letter BASIC LETTER FORMATS
There are three common formats for
the business letter:
1. The unblocked format
2. The semi-blocked format
3. The blocked format
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The unblocked format
The first line of the paragraph is
indented a few spaces
The writer's address, the date,
the closing, the writer's
signature , and the typed version
of the writer's name and job title
are indented two thirds of the way
across the page.
The semi-blocked format
The first line of the
paragraph is lined up with the
left margin
There is an extra blank line
between paragraphs to signal
the start of a new paragraph.
The writer's address, date,
closing, and signature are
indented as in the unblocked
format.
The blocked format
The first lines of paragraphs and
all the other address, date,
closing and signature information
are lined up with the left margin.
There is an extra blank line
between paragraphs.
When to use Official Company Letterhead?
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•
Tips in Writing Business Letters
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•
•
Tips in Writing Business Letters
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•
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Tips in Writing Business Letters
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Don’t use unnecessary words
and phrases that distract from
the main idea of the email or
may confuse the reader
Tips in Writing Business Letters
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Don’t use unnecessary words
and phrases that distract from
the main idea of the email or
may confuse the reader
Tips in Writing Business Letters
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KEEP IT SHORT AND SIMPLE
End of presentation E
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THANK YOU FOR LISTENING!
.. Or did you?
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