BUSINESS LETTERS Mr. Tees

Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business’ respect Get what we want!

Reasons for Writing Letters I am writing to… Inquire about … Apologize for …

Reasons for Writing Letters Requests Could you possibly? I would be grateful if you could…

Reasons for Writing Letters Agreeing to Requests I would be delighted to …

Reasons for Writing Letters Giving Bad News Unfortunately … I am afraid that …

Step 1 – Letterhead or Typed Heading Company Letterhead Includes logo, slogan, or other identifying items Address, phone number, and other contact information Use a 2 inch top margin and 1 inch side margins Typed Heading Consists of a typed return address Should also include the name of the sender , phone, etc. Use a 1 inch top margin and 1 inch side margins

Step 1 - Typed Heading Type the address below (Notice the format of the address. You should ALWAYS format addresses like this.) Press Enter 34 Chatley Avenue Seattle, WA 98765

Step 2 - Date Immediately under the heading Type today’s date Then press Enter 4 times 34 Chatley Avenue Seattle, WA February 30, 2020

Step 3 – Inside Address Inside Address is who the letter is TO Type the name and address of the person the letter is to Include position and company name Press Enter twice (DS) February 30, 2020 Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 61611

Step 4 – Salutation or Greeting After the Inside Address and a double space Type the Salutation or Greeting Press Enter 2 times Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr. Flintstone:

Step 5 - Body After the Salutation and a double space Type the body of the letter Double Space between paragraphs Double Space at the end Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

Part 6 – Complimentary Close Type the Complimentary Close Press Enter 4 times The writers signature goes here Please contact us again if we can help in any way. Sincerely,

Part 7 – Writer’s Identification Make sure there are 4 enters after the Complimentary Close Type the Writer’s Identification including position Press Enter twice Sincerely, Kenneth Beare Director of Ken's Cheese House

Part 9 – Notation (optional) Notations include who copies are being sent to or other items enclosed in the letter. Notations are a double space below the writer’s identification Enclosure: Invoice

Review Fill out the worksheet to help you remember the previous information 1. Typed heading 2. Date 3. 4 enters 4. Inside Address 5. 2 enters 34 Chatley Avenue Seattle, WA February 30, 2020 Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL

Review Fill out the worksheet to help you remember the previous information 6. Salutation 7. 2 enters 8. Body 9. 2 enters 10. Body enters 12. Body enters Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

Review Fill out the worksheet to help you remember the previous information 14. Complimentary Close enters 16. Writers Signature 17. Writers Information enters 19. Notation Sincerely, Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice

Styles of Letters Block Style Modified Block Style Modified Block with Indented Paragraph

Punctuation Styles Open Punctuation – NO punctuation after the salutation or complimentary close Mixed Punctuation - has a colon after the salutation (never a comma) and a comma after the complementary close. These are the only two parts of a letter that are affected by the punctuation styles. Commas after the salutation are used only in strictly personal letters.

Block Style Block Style with mixed punctuation Block Style: All letter parts are aligned on the left margin Mixed Punctuation: Colon follows the salutation Comma follows the Complimentary close 34 Chatley Avenue Seattle, WA February 30, 2020 Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Sincerely, Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice

Modified Block Style Modified Block Style with Open Punctuation Modified Block Style: Date, complimentary close, and signature block start at the center of the page All other parts are aligned on the left margin Open Punctuation: NO punctuation after the salutation or the complimentary close 34 Chatley Avenue Seattle, WA February 30, 2020 Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr. Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Sincerely Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice

Modified Block with Indented Paragraphs Modified Block Style with Indented Paragraphs and Open Punctuation Modified Block Style: Date and complimentary close, and signature block start at center of the page All other parts are aligned on the left margin Open Punctuation: NO punctuation after the salutation or the complimentary close 34 Chatley Avenue Seattle, WA February 30, 2020 Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr. Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Sincerely Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice