1. Business Letters
By Megan Rees

2. Why do I need this?

3. Business Letter Formatting
PERSONAL - Personal situations where an educated response is necessary
Creditors
Student loans
Landlords
IRS
Complaint letters
BUSINESS – Many occupations require official communication
Correspondence between businesses
Application letters for a job
Part of your job description

4. Business Letters vs. Personal Letters
Single spaced
1-inch margins
Double space between paragraphs
No paragraph indentation
Uses a colon, never a comma
Objective oriented content
Written in a more formal language
May have a subject line
Writer loses their “voice” in formality.
Virtually any format—up to the user
Usually uses personal names, not titles
Use a comma in salutation
Uses paragraph indentation
Discuss personal issues, not usually business issues.
More about emotions than problem solving
Shows personality of writer

5. Why business letter formatting matter?
A standard method of writing creates efficiency. Efficiency translates into revenue
When a letter is professional, it conveys the impression that the information contained therein is important.
It is expected by professionals. If you do not follow this format, you can appear to other business as unprepared, uneducated, and inexperienced.

6. Parts of a Letter

7. Parts of a Letter DATE Spelled out, no dashes or slashes
2” from top of page
ADDRESS
1st Line – Name
2nd Line – Address
3rd Line – City, State, Zip
May include additional lines that include titles or additional address lines.
SALUTATION
The greeting. Usually begins with “Dear”
Does NOT use a first name only
Usually includes a title
To Whom it May concern – used if the writer does not have a specific person to write to or is addressing an entire group.

8. Parts of a Letter SUBJECT LINE Not required or in all letters
Efficiency—explains purpose immediately
All caps, below the salutation.
BODY
Paragraphs of the letter
Usually at least 3
Single spaced
Not tabbed in
Blank line between each paragraph
COMPLIMENTARY CLOSE
Usually “Sincerely” “Yours truly” etc.

9. Parts of a Letter SIGNATURE Typed below complimentary close
After printing, it is hand signed
May include a title, single spaced beneath name.
ENCLOSURE
Not used in all letters
Indicates there is something else being sent along with the letter
Capitalized
INITIALS
Not used in all letters
Initials of the typist, if they are a different person than the author of the letter

10. SPACING

11. Spacing DS TOP OF PAGE QS
Start 2” from top of page
This centers the letter, as well as leaves room for a letterhead
Spacing
TOP OF PAGE QS
Remember to enter down 2” from top of page. Usually about 5 enters
Centers letter and also leaves room for a possible letterhead.
QUADRUPLE SPACE
There are TWO places where a QS is used:
After the date
After the complimentary close
Press return 4 times—3 blank lines QS

12. Spacing
DOUBLE SPACE SS
Remember to enter down 2” from top of page. Usually about 5 enters
Centers letter and also leaves room for a possible letterhead.
After address
After salutation
After subject line
Between paragraphs
Before complimentary close
Before Enclosure
Before initials DS DS DS DS DS DS DS
SINGLE SPACE
Single space addresses
Single space the title if a person has one in the signature block SS DS DS

13. Punctuation

14. Punctuation
We are using MIXED punctuation, which is most common in business letters.
COLON in the salutation
DO NOT use a semi-colon (;) or a comma (,) in the salutation!
COMMA in the complimentary close

15. Formatting

16. Formatting We are using BLOCK Formatting
Everything lines up on the left margin

17. Other Formatting and Punctuation

18. Other Formatting OPEN PUNCTUATION Minimal punctuation
No punctuation at all after the salutation
No punctuation at all after the Complimentary Close
MODIFIED BLOCK FORMAT
The complimentary close and the signature are TABBED in to the center of the page
Do NOT use center. Press the tab button several times.

19. Quiz Time!

20. 1. How many place do you put a QS?2 3 4
Answer

21. 2. What is the greeting of a letter called?
Solution
Greeting
Salutation
Opening
Answer

22. 3. How many spaces are before and after the subject line?SS DS TS QS
Answer

23. 4. True or False: You add initials at the end of the letter only if the author and the typist are the same person.
True
False
Answer

24. 5. Which punctuation mark is used in the Salutation (in mixed punctuation)?, ;
None :
Answer

25. 6. How many inches from the top of the paper does the date start?1 2 3 4
Answer

26. 6. Which of these is a complimentary close?
Love,
Dear
September 4, 2014
Sincerely
Answer

27. 7. Which of these are single spaced?
Title under signature
Date
Subject line
Body Paragraphs
Answer

28. 8. Which of these is in all caps?
Date
Signature
Address
Subject Line
Answer

29. 9. Block format means The paragraphs are tabbed in
The signature and complimentary close are tabbed in
All parts line up on left margin
Everything but the date lines up on the left margin
Answer

30. 10. What will Trevor do if the floor must be re-laid?
You may expect a bill
Freak out
Take a whiff
Alert the daily papers
Answer

31. Watch the Step by Step video