Personal-Business Letters An Introduction to: Personal-Business Letters Business Letters Envelopes

Personal-Business Letter Terms Personal-Business Letter – A letter from an individual to a business/individual. Date Line – The month, day, and year are the first part of a personal-business letter. Inside Address – This includes the name and address of the business or person to whom the letter is being sent. Salutation – A greeting such as Dear Mr. Corley. Copyright 2004 South-Western/Thomson Learning Slide 2

Terms Cont. Body – The body contains the message of the letter. Complimentary Closing – A closing phrase such as Yours truly or Sincerely yours. Signature – The writer’s signature is handwritten on the letter with black or blue ink. Writer’s Identification – The writer’s keyed name and address are the last part of the letter. (An alternate style is to key the return address immediately above the date.) Copyright 2004 South-Western/Thomson Learning Slide 3

Personal-Business Letter Parts Date line Inside address Salutation Body Consists of Paragraphs: Introduction Main Point Conclusion Complimentary closing Signature Writer's identification Reference initials Enclosure notation Copyright 2004 South-Western/Thomson Learning Slide 4

Personal-Business Letter Block Format 2" top margin or center vertically QS or 6 returns for short letter All lines begin at left margin Side margins 1" or default SS ¶ DS Between ¶ QS At least 1" bottom margin Copyright 2004 South-Western/Thomson Learning Slide 5

Personal-Business Letter Mixed Punctuation December 3, 2004 Mr. J. J. Smiddy South Hunter High School 1400 Rincon Road Savannah, GA 31419 Dear Mr. Smiddy: This is the most commonly used punctuation style. Use this style unless otherwise told. Colon after salutation Comma after complimentary close Sincerely yours, Ms. Julie Fowler 35 Preston Way Garden City, GA 31408 Copyright 2004 South-Western/Thomson Learning Slide 6

Personal-Business Letter Open Punctuation December 3, 2004 Mr. J. J. Smiddy South Hunter High School 1400 Rincon Road Savannah, GA 31419 Dear Mr. Smiddy No punctuation after salutation No punctuation after complimentary close Sincerely yours Ms. Julie Fowler 35 Preston Way Garden City, GA 31408 Copyright 2004 South-Western/Thomson Learning Slide 7

Business Letter Terms Business Letter – A business letter represents a company, not an individual, and is therefore prepared on official company stationery called a letterhead. Letterhead – The company’s name, address, and telephone number are printed on the letterhead. Other information include: company logo, email addresses, fax numbers, etc. Writer’s Identification – The writer’s keyed name and job title are the last part of the letter. Copyright 2004 South-Western/Thomson Learning Slide 8

Terms Cont. Reference Initials – The initials of the person keying the letter for the writer. Placed a double space below the writer’s identification. Enclosure and Attachment Notations – When an item is sent with the letter, the word enclosure is keyed at the left margin a double space below the writer’s identification or a single space below the reference initials. This reminds the sender to include the item, and tells the receiver to look for the item, and serves as a record on the file copy. If the item is clipped or stapled to the letter, the word Attachment is used. For more than one item, key 2 Enclosures or 3 Attachments, etc. Copyright 2004 South-Western/Thomson Learning Slide 9

Business Letter Parts Letterhead Date line Inside address Salutation Body Complimentary close Writer's name and title Copyright 2004 South-Western/Thomson Learning Slide 10

Business Letter Block Format Place date 1" below letterhead or center page vertically SS ¶s DS between ¶s QS Side margins 1" or default All lines begin at left margin At least 1" bottom margin Copyright 2004 South-Western/Thomson Learning Slide 11

Business Letter Notations Notations begin at left margin Sincerely yours, Ms. Ilya Lindgren Loan Managers dk Attachment c Ms. Carla Perez, Records Manager Reference initials Attachment notation Copy notation Notations begin at left margin Copyright 2004 South-Western/Thomson Learning Slide 12

Envelope Terms Return Address – The name and address of the person sending the letter. Mailing Address – The name and address of the person receiving the letter. Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC 28226-0200 MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA 92136-3927 Copyright 2004 South-Western/Thomson Learning Slide 13

Terms Cont. Special Delivery – Special directions that are keyed 1.5 inches down from the top edge. On-arrival direction – Words such as Personal or Confidential are typed at the left margin in capital and small letters underlined. Mailing direction – Words such as Registered or Special Delivery are typed at the right margin in all caps and do not underline. Copyright 2004 South-Western/Thomson Learning Slide 14

Small Envelope 0.25" top margin Return address 0.25" side margin Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC 28226-0200 MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA 92136-3927 Approximately 2" Return address 0.25" side margin Approximately 2.5" Delivery address Copyright 2004 South-Western/Thomson Learning Slide 15

Large Envelope 0.25" top margin Return address 0.25" side margin Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC 28226-0200 MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA 92136-3927 Approximately 2" Return address 0.25" side margin Approximately 4" Delivery address Copyright 2004 South-Western/Thomson Learning Slide 16

Envelope Address Formats Mrs. Joyce Forno 6701 Carmel Rd. Charlotte, NC 28226-0200 Traditional format Traditional format Uppercase and lowercase letters Includes standard punctuation United States Postal Service recommended format All capital letters No punctuation except a hyphen in the ZIP code MISS ARNELLA WILSON 8746 LA JOLLA PKWY SAN DIEGO CA 92136-3927 USPS format Copyright 2004 South-Western/Thomson Learning Slide 17