How to format a

A letter written by an individual to deal with business of a personal nature.

Types of Letters Personal—Business Letter Sent from an individual to a person or business/organization. Business Letter Sent from a business or organization to another or to an individual. Usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo.

4 Business Letter with Letter Head

Major Parts of a Letter 1.Return Address-the address of the person writing the letter. Letterhead if the letter is from a business. 2.Dateline-Complete and current date. 3.Letter Address/Inside Address-the address of the person receiving the letter. 4.Salutation-the greeting of the letter. Example: Dear Sir or Madam: 5.Body-the message of the letter. 6.Complimentary Close-the ending of the letter. Example: Sincerely yours, 7.Keyed Name-the authors typed name. 8.Handwritten Signature-the author signs the letter after it has been printed.

FIRST, YOU HAVE TO SET THE MARGINS Go toFILE on your Menu Bar and choose PAGE SETUP 2 inches – 2”TOP MARGIN LEFT MARGIN 1 inch – 1” RIGHT MARGIN 1 inch – 1”

ALL PARTS OF THE LETTER BEGIN AT THE LEFT MARGIN

Formatting a Letter Paragraphs should not be indented in this style of letter. Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font. Single Space within paragraphs and double space between paragraphs. Margins:TM-2inchesRM-1inch BM-1inchLM-1inch Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.

9 What’s in The Heading (your information) Single Spaced – followed by four lines Always includes the date –As the last entry Business Letter (no letterhead) –Your return address Only abbreviation is Postal Code - NJ –May include Phone#, Fax#, –Date Formal Business Letter (on letterhead) –Date only

230 Glendale Ct. Brooklyn, NY December 5, 2005 QS Ms. Julie Hutchinson 1825 Melbourne Ave Flushing, NY DS Dear Ms. Hutchinson DS It seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would have paid more attention. As I indicated on the phone, I am applying for a position as box office coordinator for one of the theaters on Broadway. Of course, I know the importance of having my letter of application and resume formatted correctly, but I’m not sure that I remember how to do it. DS Since you just completed your business education degree, I knew where to get the help I needed. Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have any suggestions for changes to the content, please share those with me too. This job is so important to me; it’s the one I really want. DS Thanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finest restaurants. DS Sincerely QS Rebecca Dunworthy COMPLIMENTARY CLOSE NAME OF WRITER BODY SALUTATION LETTER ADDRESS RETURN ADDRESS

11 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)

230 Glendale Ct. Brooklyn, NY December 5, 2005 QS Ms. Julie Hutchinson 1825 Melbourne Ave Flushing, NY DS Dear Ms. Hutchinson DS It seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would have paid more attention. As I indicated on the phone, I am applying for a position as box office coordinator for one of the theaters on Broadway. Of course, I know the importance of having my letter of application and resume formatted correctly, but I’m not sure that I remember how to do it. DS Since you just completed your business education degree, I knew where to get the help I needed. Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have any suggestions for changes to the content, please share those with me too. This job is so important to me; it’s the one I really want. DS Thanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finest restaurants. DS Sincerely QS Rebecca Dunworthy COMPLIMENTARY CLOSE NAME OF WRITER BODY SALUTATION LETTER ADDRESS RETURN ADDRESS

13 What is the Salutation? (a greeting) Dear Mr. Sloan Dear Dr. Smith Dear Ms. Jones Gentlemen Dear Sir or Madam To Whom it may concern Dear Jayden Boddez

14 What are acceptable punctuation styles for a Business Letter? Open –No punctuation after Salutation or Complimentary Closing –Dear Mrs. Smith –Respectfully yours Mixed –Punctuation after Colon (:) after Salutation –Dear Sir: Comma (,) after Complimentary Closing –Sincerely, Example: Dear Ms. Smith Sincerely yours Example: Dear Ms. Smith: Sincerely yours,

15 What is the Body? (The actual letter) Brief and to the point! –Strictly Business Guideline – 3 paragraphs (at least) –Brief Introduction –Contents - What I want –Conclusion and Thank you Each paragraph: –Single Spaced –Between Paragraphs (Double spaced)

230 Glendale Ct. Brooklyn, NY December 5, 2005 QS Ms. Julie Hutchinson 1825 Melbourne Ave Flushing, NY DS Dear Ms. Hutchinson DS It seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would have paid more attention. As I indicated on the phone, I am applying for a position as box office coordinator for one of the theaters on Broadway. Of course, I know the importance of having my letter of application and resume formatted correctly, but I’m not sure that I remember how to do it. DS Since you just completed your business education degree, I knew where to get the help I needed. Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have any suggestions for changes to the content, please share those with me too. This job is so important to me; it’s the one I really want. DS Thanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finest restaurants. DS Sincerely QS Rebecca Dunworthy COMPLIMENTARY CLOSE NAME OF WRITER BODY SALUTATION LETTER ADDRESS RETURN ADDRESS

17 Complimentary Close Sincerely, Yours truly, Respectfully yours, Followed by three-four lines Signature Then your name Typed

230 Glendale Ct. Brooklyn, NY December 5, 2005 QS Ms. Julie Hutchinson 1825 Melbourne Ave Flushing, NY DS Dear Ms. Hutchinson DS It seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would have paid more attention. As I indicated on the phone, I am applying for a position as box office coordinator for one of the theaters on Broadway. Of course, I know the importance of having my letter of application and resume formatted correctly, but I’m not sure that I remember how to do it. DS Since you just completed your business education degree, I knew where to get the help I needed. Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have any suggestions for changes to the content, please share those with me too. This job is so important to me; it’s the one I really want. DS Thanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finest restaurants. DS Sincerely QS Rebecca Dunworthy COMPLIMENTARY CLOSE NAME OF WRITER BODY SALUTATION LETTER ADDRESS RETURN ADDRESS

Your Task!!!

Scenario: Scenario: The iPhone 7 just came out, and of course, as one who keeps up with technology, you were the first in line at Best Buy to buy it (because who wants to pay and wait for shipping?). (will arrive 2016 Say What!!!)

Problem: There are major glitches with your new iphone nano. Your awesome touch screen freezes every five seconds, the internet connection isn’t compatible with your wireless network at home…and your battery life is non-existent.

What do you do now??

First, you attempt to call Apple’s toll-free customer service number. But we all know after an hour of waiting on the phone to talk to a service agent, we would all rather write a couple of Poem entries for Mrs Russell…. muahahah!

Another way to get your frustrations heard is writing a letter – a BUSINESS LETTER. But…we’ve never written one, Mrs. Russell!!

Audience – who are you writing to? Friendly Letter: FamilyFriends Things to consider!!!!

Remember, you are writing a formal letter to your organization. How do we create a FORMAL tone? What is TONE? the overall attitude a writer projects toward the reader and the subject matter. Sentence structure, formality and specificity of vocabulary, and neatness all contribute to a letter's tone.

Formal versus Informal:

Compare the following conversations: Vanessa, your BFF since 6 th grade, wants to know all about your date with Tommy last night. Vanessa: TELL me all about it!! Me: Okay, like, oh my goodness, he showed up with a dozen roses and took me to this bomb restaurant, and we totally hung out at the pier. Vanessa: Shut up!! Me: Serious!

Now at dinner with your grandparents, they somehow found out about Tommy and want to know all about your date: Grandma: How was your date last night, dear? Me: It was delightful, Grandma. Tommy was a gentleman. Grandpa: Of course he would be – only the best for my granddaughter. Me: Tommy took me to Cheesecake Factory and then we went for a walk on the pier. Grandma: Well, isn’t that sweet!

Your assignment tonight: 1.Use a planning sheet (rough copy) to come up with a plan in regards to what you want to say/the purpose of writing this letter. -Write to Apple to voice your complains, and what you expect to happen. -Follow the format in your handbook. 2.Type up your business letter. Your Assignment!!!