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In a business environment, people use documents to communicate with others!Business Documents include…
MemosLettersNewslettersResumesProposals
Essential Letter Elements
3. Salutationo Two lines below inside addresso The line at the start of a letter including the greeting
and the recipient’s nameo If you do not know the name, avoid using “To whom it
may concern” – Impersonalo Instead use recipient's title
o Example: Dear Personnel Director
4. Messageo Two lines below salutationo Body of the lettero Single spaced with one blank line between paragraphs
Essential Letter Elements
5. Complimentary Closeo Two lines below the last line of messageo Capitalize only the first word
o Example: Sincerely yours,
6. Signature Blocko At least four blank lines belowo Leave room to sign name
Reference Initials
If someone other than the writer keys the letter, place their initials (lower case) a double space below the writer’s name
ss
Attachment/Enclosure
If there are attachments or enclosures, double space and indicate this under the initials.
If multiple enclosures are referred to in the letter , follow the word “Enclosures” with a colon and two spaces and list each enclosure
Enclosures: Brochure Membership
Copy Notation
A copy notation indicates that a copy of a letter is being sent to someone other than the addressee
Use “c” followed by the name of the person(s) to receive a copy.
Place a copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure:
c Robert Anderson
Maria Sanchez
Postscript
A postscript is additional text that may be added after a letter has been completed.
It is the last item in the letter. Key it a DS below the last letter part.
The postscript is used to place additional emphasis on the text or to reemphasize a part of the text included in the body.
Remember to RSVP by May 15, 2011 for the annual crawfish boil.
Three Types of Letters:
1. Block Business Letter
2. Modified Block Business Letter
3. Personal Business Letter
Modified Block Letter Style
Modified Block
Date, complimentary close, and signature block are positioned approximately one-half inch to the right of center or at the right margin
All other components begin flush with left margin
Differences in Personal Business Letters & Business Letters
Personal Business LettersYour street address
is typed two inches down
Next line has the city, state, and zip
The dateline is on the line following the city, state, and zip
Business LettersCompanies use
letterhead which includes their street address, city, state, zip, and phone number
Therefore, business letters from companies do not need to have this information keyed in.
Personal Business Letter
Personal Business Letter Modified Block StyleYour street address is
typed two inches down
Next line has the city, state, and zip
The dateline is on the line following the city, state, and zip