1. © 2012 M and K Solutions, LLC -- All Rights Reserved
Document Formatting
Business Letters
© 2012 M and K Solutions, LLC -- All Rights Reserved

2. Objective Upon completion of the lesson students will be able to:
Identify the seven main parts of a business letter
Determine why people write letters
Discuss scenarios when letter writing would be appropriate
Share their opinion on whether letter writing will become a thing of the past or will remain a vital part of business communications.
Compose an original business letter

3. Quick Write
Why do people write letters? What are some specific events or purposes when letter writing is important or expected?
When would sending a letter be more appropriate or convenient than using other means of communication?
With the growing popularity of , IMs, and text messages, some people speculate that letter writing will become a thing of the past. What is your opinion? Will letter writing remain a vital part of business and personal communications?

4. Letters
Business letter--A business letter is a formal document used for correspondence with another a business.
A business letter should be used when communicating to people outside your company.
It will be mailed to another person in another company.

5. Parts of a Business Letter
The seven main parts of every business letter:
the inside address
the date
the salutation
the body
the closing
the letterhead
the senders name

6. Letter Parts: Letterhead
The letterhead contains the contact information for the sender.
For an individual, it includes the name, address, phone, fax, and .
Businesses have preprinted paper with the logo and contact information already printed at the top.

7. The current date should be typed 2 or 3 lines below the letterhead.
Letter Parts: Date
Date
The current date should be typed 2 or 3 lines below the letterhead.
The date should be spelled out.
July 6, 2011
Abbreviations should not be used in the date.

8. Letter Parts: Inside Address
The inside address should be entered 3-4 lines below the date.
This is the name and address of the recipient. It is the same information that goes on envelope.
It includes the name of the recipient and his/her title.
It is single spaced.
Inside Address

9. Letter Parts: Salutation or Greeting
This line should be Dear _____.
Generally use Dear Mr. Joenks: as the salutation.
Do NOT use Dear Mr. Pete Joenks:
Only use Dear Pete: if you are on first name basis, usually a personal friend.
When you do not know the name of the recipient, you can use Dear Sir or Madam: (singular) or Ladies and Gentlemen: (plural).
The colon after the salutation is optional.
The salutation is typed 2 lines beneath the inside address.
Salutation Or
Greeting

10. Letter Parts: Body
The paragraphs containing the content of the letter is the body.
The body begins 2 lines under the salutation.
The paragraphs should be blocked, not indented.
The paragraphs are single spaced with a blank line between the paragraphs.
You should use good grammar in the body.
The paragraphs are usually fairly short, often only 2 or 3 sentences, and to the point.
Body

11. It is typed 2 lines below the last paragraph.
Letter Parts: Closing
The closing is a traditional part of every business letter. It is also called the Complimentary Close.
It is typed 2 lines below the last paragraph.
The comma after it is optional and should be used when a colon was placed after the salutation.
Common closings are
Sincerely yours,
Sincerely,
Yours truly,
Closing

12. Letter Parts: Sender’s Name
The name of the sender, or author, of the letter is typed 4 lines below the closing.
This leaves a blank space where the sender or author should sign the letter.
Do NOT type the signature.
The sender’s/author’s title is often typed on the line under his/her name.
Sender’s Name

13. Letter Parts: Other notations
These notations are only used when needed.
 Typist’s initials
Only used when someone other than the sender typed the memo.
Enclosure Notation
Only used when another item, such as a pamphlet, is placed in the envelope with the memo. 
Typist’s Initials

14. Label the Parts of a Business Letter

15. Letter Production Assignment

16. Letter Production Rubric

17. Meeting Today’s Objective
Now students are able to:
Identify the seven main parts of a business letter
Determine why people write letters
Discuss scenarios when letter writing would be appropriate
Share their opinion on whether letter writing will become a thing of the past or will remain a vital part of business communications
Compose an original business letter