English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ CHAPTER 14 TAKE YOUR SHOW ON THE ROAD ENGLISH FOR CAREERS, 9th Edition Business, Professional, and Technical by Leila R. Smith Presentation design by Barbara Moran English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

After completing Chapter 14, you will: Clearly, concisely, and correctly compose and format business letters envelopes memoranda multimedia presentations oral presentations for your career English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Effective look good Effective communications look good Choose envelopes (No. 9/ No. 10) to match stationery (usually white or off-white) Address them properly (see textbook) Fold letters correctly before putting them into envelopes (the textbook tells you how)

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Most business letters are on good quality 8 1/2 1/2 ” x 11” letterheads (paper with company company information or company logo at the top) Information at the bottom of the stationery is referred to as LETTERFOOT. Don’t use company stationery for personal business

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ If you are faxing a letter, type FAX between date and inside address. Include a cover sheet with: your name and company’s name fax number of addressee and your contact information (how to reach you) number of pages being faxed INCLUDING cover sheet a brief message detailing fax contents

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Basic Parts of a Business Letter Date - two or three lines below the letterhead– never abbreviate Date - two or three lines below the letterhead – never abbreviate Two acceptable styles United States style October 6, 2008 International/Military style (no comma) 6 October October 2008

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Inside address - name and address of person and company to receive theletter (placed 4-10 lines after the date.) Inside address - name and address of person and company to receive the letter (placed 4-10 lines after the date.) October 6, Dr. Joseph C. Santona 305 College Drive Newark, NJ

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Salutation - The first line of the inside address and the salutation should agree. Dr. Joseph C. Santona 305 College Drive Newark, NJ Dear Dr. Santona: Use titles and last names appropriately. There ARE established rules and the textbook explains them.

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Professor Maya White McLennan Community College 1400 College Drive Waco, TX (1) Dear Professor White: (1) Thank you for this opportunity to... Double space before and after the salutation

body body of the letter (message) –single –single space –double –double space between paragraphs –paragraphs begin at left margin complimentary complimentary close –phrase –phrase signaling end of message –double –double space after last line of body –capitalize –capitalize first word –Examples: Sincerely,Sincerely, SincerelySincerely yours, YoursYours truly, English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Sincerely, (1) (2) (3) Mike Swanson Curriculum Director Do not use a title with the signature. Sign the letter in blue or black ink. Key typist’s initials (if other than writer) in lowercase. Doublespace Place writer’s name and official job title or department name on the 4th line after complimentary close. Yours sincerely, (1) (2) (3) Joan Garcia, President trl English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Optional Letter Parts (your textbook shows examples) Writer’s street address (if not on letterhead) –Don’t include name. It’s at the end. Date (immediately following address) Notations double spaced below date (PERSONAL, CONFIDENTIAL, FAX, etc.) Subject/Reference line Company’s name after complimentary close Enclosure notation Copy notation (c: or bc:) Postscript

October 6, 2007 Rabbi Joseph Cohen 305 College Drive Newark, NJ Dear Rabbi Cohen: Thank you for … Sincerely, Block Style - all lines of the letter begin at the left margin Standard punctuation: place colon or comma after salutation and comma after complimentary close English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

October 6, 2007 Dr. Joseph C. Santona 305 College Drive Newark, NJ Dear Dr. Santona Profit, good business practices, protection of the environment, and social responsibility can all work hand in hand. Sincerely Eric A. Smith Certified Financial Planner Modified Block - the date and closing lines begin at center Open punctuation: NO colon or comma after salutation and NO comma after complimentary close English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Memos are usually for colleagues or superiors who are apt to assess your writing Memos are usually for colleagues or superiors who are apt to assess your writing Business s are best if short, focused, and professional looking Business s are best if short, focused, and professional looking Whatever you write, proofread, proofread, proofread for errors and for ways to improve style Whatever you write, proofread, proofread, proofread for errors and for ways to improve style Interoffice Memorandum and s (your textbook has examples)

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Opening and closing paragraphs are often the shortest in the letter. Avoid overly long paragraphs. Write business letters, memos, s in a friendly, conversational tone. Write the way you speak, except always use complete, clear sentences and Standard English. Emphasize the positive. Be concise ; avoid cliches. (your textbook has helpful examples)

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Writing for Multimedia slide presentations Web sites different is different than writing for traditional (printed ) media You must consider a succinct writing style presentation on a screen instead of paper

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ styles Font styles contrast Lots of very very unusual and weird looking Negative space emphasis Text emphasis and formatting

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Don’t worry! Your textbook explains how! Look and sound professional in your appearance, planning, and delivery When giving a presentation

English for Careers, 9th Edition Business, Professional, and Technical By Leila R. Smith ©2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ So why wait? Take your show on the road! You know how to clearly, concisely, and correctly compose and format business correspondence