How to Properly Format Business and Friendly Letters

Friendly Letters First, insert the DATE First, insert the DATE Ex. October 18, 2007 Ex. October 18, 2007 ENTER 4 TIMES. ENTER 4 TIMES.

Inside Address Next, insert the inside address. Next, insert the inside address. Example: Example: Mom and Dad Mom and Dad 2230 Pebble Drive 2230 Pebble Drive Alabaster, AL Alabaster, AL  ENTER 2 TIMES

Salutation/Greeting Next, insert the salutation/greeting. Next, insert the salutation/greeting. Example: Example: “Dear Mom and Dad,” “Dear Mom and Dad,” ENTER 2 TIMES ENTER 2 TIMES

Body Insert the body. Insert the body. Example: Example: “College is so much fun! This week I met lots of new people. Classes are hard and challenging, but I am getting through them just fine. I have a lot of tests this upcoming week, so I will spend a lot of this week at the library. How is everything at home?” “College is so much fun! This week I met lots of new people. Classes are hard and challenging, but I am getting through them just fine. I have a lot of tests this upcoming week, so I will spend a lot of this week at the library. How is everything at home?” ENTER 2 TIMES. ENTER 2 TIMES.

Body, cont. Enter 2 times between paragraphs. Enter 2 times between paragraphs. Example: Example: “…How is everything at home? “…How is everything at home? “I went to a football game on Saturday. It was so much fun, but the student section was really loud and noisy. I went out to eat afterwards with some friends, and we went to this great Mexican restaurant. I hope you can come see me soon, and I can show you the sights of the town.”

Body, cont. Enter 2 times again before the closing paragraph. Enter 2 times again before the closing paragraph. Example: Example: “…the sights of town. “…the sights of town. Thanks again for the money you sent last week. See you at Thanksgiving!” ENTER 2 TIMES.

Closing After entering twice, insert the closing. After entering twice, insert the closing. Example: Example: “With Love,” “With Love,” ENTER 4 TIMES!!!!! ENTER 4 TIMES!!!!!

Name & Address of Writer After entering 4 times, insert the name and address of the writer. After entering 4 times, insert the name and address of the writer. Example: Example: Todd Jones Todd Jones P.O. Box 3511 P.O. Box 3511 Knoxville, TN Knoxville, TN 36211

And your friendly letter is done!!!!

Friendly Letter Assignment You are writing one of your good friends that lives in another state. You are writing one of your good friends that lives in another state. In 3 paragraphs, tell them about your life. Current interests, hobbies, activities, likes, dislikes, etc. and ask them questions so that they can write you back. In 3 paragraphs, tell them about your life. Current interests, hobbies, activities, likes, dislikes, etc. and ask them questions so that they can write you back. Be sure to use the correct formatting we just discussed. Use your example for help!! Be sure to use the correct formatting we just discussed. Use your example for help!! When you are finished, SAVE!!!! When you are finished, SAVE!!!!

Business Letters Start the letter with the date at the top. Start the letter with the date at the top. Example: Example: October 18, October 18, ENTER 4 TIMES!!!! ENTER 4 TIMES!!!!

Inside Address Next, insert the inside address. Next, insert the inside address. Example: Example: Mr. John Smith Mr. John Smith 34 West Street 34 West Street New York, NY New York, NY  ENTER 2 TIMES

Salutation/Greeting Next, insert the salutation/greeting. Next, insert the salutation/greeting. Example: Example: “Dear Mr. Smith:” “Dear Mr. Smith:” What’s the difference between the friendly letter salutation/greeting and the business letter salutation/greeting?? What’s the difference between the friendly letter salutation/greeting and the business letter salutation/greeting?? ENTER 2 TIMES ENTER 2 TIMES

Body Insert the body. Insert the body. Example: Example: “Thank you for your inquiry regarding employment with our firm.” “Thank you for your inquiry regarding employment with our firm.” ENTER 2 TIMES. ENTER 2 TIMES.

Body, cont. “We will retain your resume in our files in the event that an opening occurs in your field. Your interest in our organization is very much appreciated. We hope to be able to offer you a position at another time, and we are returning your paperwork to you.” “We will retain your resume in our files in the event that an opening occurs in your field. Your interest in our organization is very much appreciated. We hope to be able to offer you a position at another time, and we are returning your paperwork to you.” Enter 2 times between paragraphs. Enter 2 times between paragraphs.

Closing “Sincerely,” “Sincerely,” Enter 4 times. Enter 4 times.

Name & Title of Writer Example: Example: Carol B. Rein Carol B. Rein Personnel Manager Enter 2 times.

Reference Initials of Writer Example: Example: “CBR” “CBR” Enter 2 times. Enter 2 times.

Enclosure The enclosure is optional. The enclosure is optional. You would only write “enclosure” if there is a document enclosed with the letter. You would only write “enclosure” if there is a document enclosed with the letter.

Differences between letters Differences: Differences: The language used in the body. The language used in the body. The comma or the colon after the salutation/greeting. The comma or the colon after the salutation/greeting. Indention at the beginning of the paragraph. Indention at the beginning of the paragraph. Ending of the letter—address in friendly letter, reference initials, name & title, enclosure in the business letter Ending of the letter—address in friendly letter, reference initials, name & title, enclosure in the business letter

Similarities Spacing Spacing Most of the same parts of the letter Most of the same parts of the letter

Friendly Letter or Business Letter? Dear Johnny, Dear Johnny, Friendly Letter Friendly Letter

John R. Smith John R. Smith Vice President Business Letter Business Letter Friendly Letter or Business Letter?

“We are not going to the park this weekend because John is sick. Next weekend we will plan another trip.” “We are not going to the park this weekend because John is sick. Next weekend we will plan another trip.” Friendly letter Friendly letter

Friendly Letter or Business Letter? Sincerely, Sincerely, John Smith ManagerJRS o Business Letter

Friendly Letter or Business Letter? “We have been working around the clock to try to improve your company. We have been creating multiple spreadsheets for your accounts…” Business Letter Business Letter

Friendly Letter or Business Letter? John R. Smith John R. Smith JRS JRS Enclosure Enclosure Business Letter Business Letter

Friendly Letter or Business Letter? “Dear Mr. Smith:” “Dear Mr. Smith:” Business Letter Business Letter

Friendly Letter or Business Letter? Sincerely, Sincerely, John Smith 1237 Treemont Way New York, NY Friendly Letter Friendly Letter

Definitions to know! Salutation Salutation greeting greeting

Definitions to know! Inside Address Inside Address This includes the name and address of the business or person to whom the letter is being sent. This includes the name and address of the business or person to whom the letter is being sent.

Definitions to know! Complimentary Closing Complimentary Closing Phrase like Yours truly, or Sincerely, Phrase like Yours truly, or Sincerely,

The END of Business & Friendly letters!!!! Be sure that you can recognize the difference between the two types of letters!!! Be sure that you can recognize the difference between the two types of letters!!! You should be able to label the parts of each letter. You should be able to label the parts of each letter.

Memos A memo is a business document that is used to correspond INTERNALLY within an organization. A memo is a business document that is used to correspond INTERNALLY within an organization. They are short and are written to get someone to do something or inform them about important information. They are short and are written to get someone to do something or inform them about important information. Tend to be less formal than letters and reports— may be written in conversational voice Tend to be less formal than letters and reports— may be written in conversational voice When printed, memos are initialed with black or blue ink by the sender next to the sender’s typed name. When printed, memos are initialed with black or blue ink by the sender next to the sender’s typed name.

Memos, cont. The easiest way to type a memo is to use the templates on Microsoft Word. The easiest way to type a memo is to use the templates on Microsoft Word. H:\BTA\To find a memo template.doc H:\BTA\To find a memo template.doc H:\BTA\To find a memo template.doc H:\BTA\To find a memo template.doc

Memo Example..\Word It!\COUNCIL.doc..\Word It!\COUNCIL.doc..\Word It!\COUNCIL.doc..\Word It!\COUNCIL.doc

Definitions to know! RE from a memo RE from a memo “In reference to” or “subject” “In reference to” or “subject”

Definitions to know! CC from a memo CC from a memo Courtesy copy Courtesy copy

Memo Assignment TYPE THESE TWO MEMOS: TYPE THESE TWO MEMOS: You are a CEO of a big company. Lately, a lot of your employees have been showing up late to work. Write a memo to your employees addressing the issue and how it affects your company and your customers. You are a CEO of a big company. Lately, a lot of your employees have been showing up late to work. Write a memo to your employees addressing the issue and how it affects your company and your customers. You are Mr. Thomas. Write to the teachers at THS telling them how they can make Thompson High School a better place for students (you can be creative with this one! It doesn’t necessarily need to be realistic). You are Mr. Thomas. Write to the teachers at THS telling them how they can make Thompson High School a better place for students (you can be creative with this one! It doesn’t necessarily need to be realistic).