1. Business Letters

2. Why do we need to write business letters?
The key to communication
Businesses write letters to other businesses
Individuals write letters to businesses
Businesses write letters to individuals
Letters are written to accomplish goals
Letters are written to get what we want!

3. Reasons for writing letters
To inform
To inquire or ask about something
To apologize for something
To make a request
To agree to a request
To give bad news

4. Step 1 – Letterhead or Typed Heading
Company Letterhead
Typed Heading
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
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

5. Lisa Downs
Ken’s Cheese House Return Address Person writing the letter
34 Chatley Avenue
Seattle, WA 98765
January 26, Date QS
Fred Flintstone
Sales Manager
Cheese Specialists Inc Inside Address Who the letter is to
456 Rubble Road
Rockville, IL DS
Dear Mr. Flintstone: Salutation greeting
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.
Yours Sincerely, Complimentary Close
Lisa Downs Writer’s Signature
Director of Ken’s Cheese House Writer’s Identification Their title or position
si Reference Initials Initials of the person who typed the letter – all lower case
Enclosure: Invoice Notation Who copies are being sent to OR items included in the envelope
Body

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

7. 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 personal letters.

8. Block Style Block Style with mixed punctuation Block Style:
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA February 30, 2020 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. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si
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

9. Modified Block Style Modified Block Style with Open Punctuation
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA February 30, 2020 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. Yours sincerely Kenneth Beare Director of Ken's Cheese House si
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

10. Modified Block with Indented Paragraphs
Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA February 30, 2020 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. Yours sincerely Kenneth Beare Director of Ken's Cheese House si
Modified Block Style with Indented Paragraphs and Mixed 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