Writing a Business Letter

Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body Complimentary Closing Complimentary Closing Writer’s Name and Title Writer’s Name and Title Reference Initials Reference Initials

Letterhead The letter head is the heading at the top of a letter. The letter head is the heading at the top of a letter. It usually consists of the name, address, telephone number and fax number of the company. It usually consists of the name, address, telephone number and fax number of the company. The letterhead can be typed out but it is usually printed on the company’s stationery The letterhead can be typed out but it is usually printed on the company’s stationery

Return Address 2650 Jean Way West Jordan Utah Phone Fax If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address

Return address Gayle McNeal Gayle McNeal 2650 Jean Way 2650 Jean Way West Jordan Utah West Jordan Utah Phone Phone September 15, 2005 September 15, 2005 Xi’an International Studies University Xi’an International Studies University

Date Line The date line is used to indicate the date the letter was written. The date line is used to indicate the date the letter was written. If your letter is completed over a number of days, use the date it was finished and mailed. If your letter is completed over a number of days, use the date it was finished and mailed. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, ) When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, )

Date Line Cont. If you are writing to England use the day/month/ year If you are writing to England use the day/month/ year If you are writing to China use the year/month/day If you are writing to China use the year/month/day Depending which format you are using for your letter, either left justify the date or center it horizontally. Depending which format you are using for your letter, either left justify the date or center it horizontally.

Inside Address The inside address is the recipient’s address. The inside address is the recipient’s address. It is always best to write to a specific individual at the firm to which you are writing. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person’s name, do some research by calling the company or speaking with employees from the company If you do not have the person’s name, do some research by calling the company or speaking with employees from the company

INSIDE ADDRESS Cont. Follow a woman’s preference in being addressed as: Follow a woman’s preference in being addressed as: Miss, Mrs., or Ms. Miss, Mrs., or Ms. If you are unsure of a woman’s preference in being addressed, use Ms. If you are unsure of a woman’s preference in being addressed, use Ms.

INSIDE ADDRESS Cont If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. Usually, people will not mind being addressed by a higher title than they actually possess.

INSIDE ADDRESS Cont For international addresses, type the name of the country in all-capital letters on the last line. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins two lines below the date. The inside address begins two lines below the date. It should be left justified, no matter which format you are using. It should be left justified, no matter which format you are using.

Salutation Use the same name as the inside address, including the personal title. Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:). If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:). In all other cases, however, use the personal title and full name followed by a colon. In all other cases, however, use the personal title and full name followed by a colon. Leave one line blank after the salutation. Leave one line blank after the salutation.

Salutation Cont. If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern." If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern." It is also acceptable to use the full name in a salutation if you cannot determine gender. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: For example, you might write Dear Chris Harmon:

Examples or Salutations Dear Personnel Director, Dear Personnel Director, Dear Sir or Madam (use if you don't know who you are writing to) Dear Sir or Madam (use if you don't know who you are writing to) Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to. Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to. VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) Dear Frank (use if the person is a close business contact or friend) Dear Frank (use if the person is a close business contact or friend)

Body Leave a blank line between each paragraph. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. When writing a business letter, be careful to remember that conciseness is very important.

Body (Cont.) In the first paragraph, consider a friendly opening and then a statement of the main point. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The Reference Give a reference for the reason you are writing With reference to your advertisement in the Times, With reference to your advertisement in the Times, your letter of 23 rd March, your letter of 23 rd March, your phone call today, your phone call today, Thank you for your letter of March 5 th Thank you for your letter of March 5 th

The Reason for Writing I am writing to enquire about I am writing to enquire about I am writing to apologize for I am writing to apologize for I am writing to confirm I am writing to confirm

Requesting Could you possibly? Could you possibly? I would be grateful if you could I would be grateful if you could Agreeing to Requests I would be delighted to

Giving Bad News Unfortunately I am afraid that Enclosing Documents I am enclosing Please find enclosed Enclosed you will find

Closing Remarks Thank you for your help. Thank you for your help. Please contact us again if we can help in any way. Please contact us again if we can help in any way. If there are any problems. If there are any problems. If you have any questions. If you have any questions.

Reference to Future Contact I look forward to... I look forward to... hearing from you soon. hearing from you soon. meeting you next Tuesday. meeting you next Tuesday. seeing you next Thursday. seeing you next Thursday.

Closing One line after the last body paragraph. One line after the last body paragraph. Capitalize the first word only (i.e., Thank you) Capitalize the first word only (i.e., Thank you) Leave three lines between the closing and the sender’s name for a signature. Leave three lines between the closing and the sender’s name for a signature. Put your position if you would like to. Put your position if you would like to.

Closing (Cont.) If a colon follows the salutation, a comma should follow the closing If a colon follows the salutation, a comma should follow the closing otherwise, there is no punctuation after the closing. otherwise, there is no punctuation after the closing.

Finish The Yours faithfully, (If you don't know the name of the person you're writing to) Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best wishes, Best regards, (If the person is a close business contact or friend) Best regards, (If the person is a close business contact or friend)

Typist Initials Typist initials are used to indicate the person who typed the letter. Typist initials are used to indicate the person who typed the letter. GP/sm GP/sm P ERSON WHO WROTE LETTER / person who typed the letter P ERSON WHO WROTE LETTER / person who typed the letter

Enclosures Notation If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names. For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names.

Copy Notation If you are sending a copy of the letter to another person or company, include that information at the bottom of the page. If you are sending a copy of the letter to another person or company, include that information at the bottom of the page. It should have the letters Cc in front of the information. It should have the letters Cc in front of the information.

Postscript The postscript is used to add an afterthought. The postscript is used to add an afterthought. In sales letters, it is used mainly as added punch. In sales letters, it is used mainly as added punch. Use the initials PS before the message. Use the initials PS before the message.

Overview of Letter Parts Letterhead Letterhead Dateline Dateline Letter Address Letter Address Salutation Salutation Body Body Complimentary Closing Complimentary Closing Writer’s Name and Title Writer’s Name and Title Reference Initials Reference Initials

Format When writing business letters, you must pay special attention to the format and font used. When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Format Cont. Another widely utilized format is known as modified block format. Another widely utilized format is known as modified block format. the body of the letter is left justified and single-spaced. the body of the letter is left justified and single-spaced. the date and closing are in alignment in the center of the page. the date and closing are in alignment in the center of the page.

PAGE SETUP Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm) Leave a good margin on both sides (2- 5cm) and on top and bottom (3-5cm) Use quality paper for both your letter and envelope Use quality paper for both your letter and envelope Use a good printer, preferably a laser printer, to achieve the best possible effect Use a good printer, preferably a laser printer, to achieve the best possible effect Eliminate spelling and grammar errors Eliminate spelling and grammar errors

Additional Helps and Practice If you need more help you may go to the following website. If you need more help you may go to the following website. On this website there are 591 different letters for you to read. On this website there are 591 different letters for you to read