Business Correspondence

Common types  Letters  Newsletters  Reports  Resumes Standard formats are used for most business documents  Templates  Custom designed Standard Business Documents

Letters Carry information to people outside the company Keep as brief as possible Write in a professional tone

Newsletters Sent to customers or stockholders to provide information and make special offers Informally written Laid out in multiple columns Use plenty of graphics

Reports Has a professional appearance which is used to “report” or convey information pertaining to a certain topic. Length varies depending on the nature of the information it contains Often include data tables, charts, diagrams and other graphics in addition to text.

Resumes Used by individuals to sell their skills and abilities to prospective employers

Business Writing Style Effective documents follow these rules 1. They are brief as possible 2. They focus on facts 3. They provide important data 4. They use simple, active language 5. They are well organized 1. Logical order 2. Summaries are used 3. Accuracy is emphasized

Formatting a Block Style Letter Block Style  All parts at left margin  1” left and right margins

Parts of a Business Letter Heading  Letterhead Paper with the Company’s name (the sender) and address already printed on it. May also include a slogan, and a picture or graphic. 1” from the top  Date Complete date spelled out Followed by 3 blank lines

Parts of a Business Letter Opening  Inside Address The address of the person the letter is being sent to. Followed by 1 blank line  Salutation The line of a letter containing the greeting and the recipient’s name. Followed by 1 blank line

Parts of a Business Letter Body  Paragraphs At least two paragraphs typed to the recipient containing the message you wish to express Each followed by 1 blank line

Parts of a Business Letter Closing  Complimentary Close The line of a letter containing the closing. Followed by 3 blank lines  Signature  Writer’s Identification The writer’s name and job title. Followed by 1 blank line  Typist’s reference initials Always in lower case Followed by 1 blank line

Parts of a Business Letter  Enclosure notation Used if the writer is enclosing another document with the letter. Followed by 1 blank line  Copy notation Used if the writer is sending the letter to someone other than who it is addressed to.