Business Letter At the end of this section you will be able to: State the main details found on letterheaded paper Design letterheaded paper Discuss the basic presentation requirements in fully blocked layout with open punctuation Understand the importance of consistent presentation Explain how business documents should be structured Describe the four-point plan for structuring business communications Compose a variety of simple business letters

Stationery and printing Presentation Language and tone used Business letters convey an impression of the company in many different ways: Stationery and printing Presentation Language and tone used Structure of the letter

First impressions! Business letters are an ambassador for your company, so a good first impression is essential A well-presented business letter may lead to an important contact (thinking on the lines of applying for jobs/work experience)

Company logos Refer to page 53

Other parts of a business letter Confidential/airmail/urgent Shown on a letter between the date and the address ie: CONFIDENTIAL Mr Martin Johnson Managing Director Carona |Press plc 56 Walker Avenue Leeds LS3 5GJ

Open punctuation Open punctuation is used with the fully-blocked layout of a letter. Within the letter you are to only use punctuation marks within the body of the letter. You must be consistent ie: 12 July 1999 (no st, th or rd no comma) Mr & Richard Reeves (no full stops) Dear Mr Leighton (no commas) Yours sincerely (no commas)

Categories of business letter Confirmation Acknowledgement Enquiry Reply Complaint

Parts of a letter 1. Why are you writing? Refer to a previous letter, contract or document. 2. Give instructions. Ask for information. Provide all relevant details. Separate into paragraphs for separate themes. Make sure the paragraphs flow logically. 3. Action for recipient to take. Action you will take. A conclusion. 4. A simple, relevant closing sentence.