Business Letters

. . . .a how to!EQ: How do we write a business letter?

Do Now: How would begin (salutation) a letter you were writing to Dr. Sutton?

Types of Letters

Personal—Business Letter A personal-business letter is a letter that is sent

from an individual to a person or business/organization.

Business Letter A business letter is sent from a business or

organization to another or to an individual.

Types of Letters

Personal—Business Letter A personal-business letter is a letter that is sent

from an individual to a person or business/organization.

Business Letter A business letter is sent from a business or

organization to another or to an individual.

Major Parts of a Letter

10 Parts Must be in order Must know what each part does

Major Parts of a Letter

1. Letterhead if the letter is from a business.

Letterhead Examples

Major Parts of a Letter

2. Return Address-the address of the person writing the letter.

Major Parts of a Letter

3. Dateline-Complete and current date.

Major Parts of a Letter

4. Letter Address/Inside Address-the address of the person receiving the letter.

Major Parts of a Letter

5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:

Salutation Continued…

If you know the name of the person you are sending the letter to, you can write their name in.

Example: Dear Dr. Ambrose: Dear Peter Rhimes: Dear Mr. Rhimes:

Major Parts of a Letter

6. Body-the message of the letter.

Major Parts of a Letter

7. Complimentary Close-the ending of the letter. Example: Sincerely yours,

Major Parts of a Letter

8. Handwritten Signature-the author signs the letter after it has been printed.

Major Parts of a Letter

9. Keyed Name-the authors typed name.

Major Parts of a Letter

10. Typist Initials-initials of the typist.

Major Parts of a Letter

1. Letterhead if the letter is from a business.2. Return Address-the address of the person writing the letter.3. Dateline-Complete and current date.4. Letter Address/Inside Address-the address of the person

receiving the letter.5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:6. Body-the message of the letter.7. Complimentary Close-the ending of the letter. Example: Sincerely

yours,8. Keyed Name-the authors typed name.9. Handwritten Signature-the author signs the letter after it has been

printed.10. Typist Initials-initials of the typist.

Formatting – 1st Page

Top Margin – 2”

Right Margin – 1”

Left Margin – 1”

Bottom Margin - 1”

Example Letter123 Main StStokes, NC 285745/12/2009

[QS]

Pactolus School3405 Yankee Hall RoadGreenville, NC 27834[DS]Dear Mr. Jones, [DS]On October 24, 2008 we received great news regarding the . . . .[DS]This is great news because of . . . .[DS]Sincerely,

[QS]

Chris Young[DS]cy

Parts of a letter:

1.Return Address/Letterhead2.Dateline3.Letter Address/Inside Address4.Salutation5.Body (most of paper)6.Complimentary Close7.Handwritten Signature8.Keyed Name9.Typist Initials

Notes to Remember!1. The top margin is 2”, side and bottom margins are 1".2. Typist initials are the initials of the typist and are used

when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.

3. Get spacing correct (QS & DS)

Example Letter123 Main StStokes, NC 285744/19/2010

[QS]

School Name3405 Yankee Hall RoadGreenville, NC 27834[DS]Dear Mr. Jones, [DS]On October 24, 2008 we received great news regarding the . . . .[DS]This is great news because of . . . .[DS]Sincerely,

[QS]

Chris Young[DS]cy

Parts of a letter:

1.Return Address2.Dateline3.Letter Address/Inside Address4.Salutation5.Body (most of paper)6.Complimentary Close7.Handwritten Signature8.Keyed Name9.Typist Initials

GREEN – You change for Project!RED – Spacing – Do not type!

Envelopes: Size Matters As a general rule, use business-size

envelopes Business Size = 9.5 inches x 4 inches

(approximately) These are readily available at any business

supply (Staples, OfficeMax, etc.) or stationery store

A regular sheet of paper, when folded into three equal sections, fits perfectly into a business-size envelope.

9.5”

4”

Addressing Your Business EnvelopeYour envelope should have the same address on it as the inside address on your letter. Although you may put your return address on the back of the envelope, the post office prefers that you place the return address in the upper left-hand corner of the envelope. (Plain White Envelope)

Edward Collins249 Trinity StreetRichmond, VA 17849

Ms. Sophia Diogene678 Drooding BoulevardKennesaw, GA 23439

Exercise: Must be in perfect form

Let’s suppose that the Academy Novelty Company failed to send you six specially engraved 14 carat gold pens that you ordered and, you received blue cufflinks instead of platinum ones. It has been four days now since you receive the package, you have called to complain, and you still have no word from the company about the fixing the error or the refund of your money. Write a letter requesting action. Explain what you want the company to do about this problem.