1. Business Correspondence
Letter Presentation
4/28/2010
Business Correspondence
Write a letter that will actually get read!
Senior Exit Project

2. Different Styles in a Letter
Letter Styles
Block style-all lines begin at left margin
Modified block style-date, complimentary close and signature lines begin at horizontal center
Punctuation Styles
Open-no colon after the salutation and no comma after closing
Mixed-a colon after the salutation and a comma after the closing

3. Different Styles in a Letter
Paragraph Styles
Block-all paragraphs begin at the left margin
Indented-each paragraph is indented 5 spaces

4. Parts of a Letter Dateline Inside address (address of the receiver)
Salutation (Greeting--Dear Mr. Jones:)
Body
Complimentary close (Closing--Sincerely yours,)
Signature lines
Signature block-business letter
Writer’s name and title
Return address-personal business letter
Writer’s name and mailing address
Special notations
Reference initials (initials of typist used in business letters only)
Enclosure notation (show something included with letter)
Copy notation (list name(s) of persons receiving letter also)

5. Proper Spacing of a Letter
Center the page vertically
QS after the dateline
DS after the inside address
DS after the salutation
SS the paragraphs in the body
DS between paragraphs
QS after the complimentary close
SS the lines in the signature block or return address
DS after the signature block
DS after special notations if included

6. Letter Styles & Formats
Personal Business Letter

7. Personal Business Letter Format
Block style
Open punctuation
Block paragraphs
Return address
Enclosure notation
Included if sending something with the letter

8. Personal Business Letter Example
Center page vertically
Page Layout -> Page Setup -> Layout -> Page Vertical Alignment -> Center
Type dateline
Month, Day, Year format
Enter 4 times after
Type inside address
SS address lines
Enter twice after
Type salutation
Followed by a colon
Type body of letter
Block paragraph format
November 4, 2005
Mr. John Doe, Director
Super Computer Company
9365 Employer Lane
Walla Walla, WA 98789
Dear Mr. Doe:
Type Paragraphs. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap.

9. Personal Business Letter Example
Type body. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap.
Sincerely,
Sammy Student
12343 Student Avenue
Genius, KS 63455
Enclosure
c Carolyn Counselor
DS after last paragraph
Type complimentary close followed by a comma
Sincerely,
Enter 4 times after
Type return address
SS address lines
Enter twice after
Type special notations if needed
Enclosure
Copy

10. Letter of Appreciation
Thank You Letter
to Your Mentor

11. Exit Project Thank You Letter to Mentor
Purpose
Show appreciation to mentor for helping you with exit project.
Give insight to you as a person
List your goals you want to accomplish in the exit project
Format
Write it in formal personal business letter format
Proofread very carefully-errors make the wrong impression
Submit by deadline (check deadline date list)

12. Introduction The opening paragraph should convey appreciation
Thank you for
Why you appreciate it
Example:
Thank you for agreeing to be my mentor. Your expertise in (??) will help me tremendously with my (exit project ??).

13. Body The middle paragraph should contain explanatory comments
What you hope to accomplish or gain by completing your exit project
Personal growth or interest
Career preparation
Example:
I have always been interested in (??). I like to (??). This exit project will allow me to (??).

14. Conclusion The final paragraph should be a courteous closing Example:
Your leadership and support as my mentor will . . .(insert phrase). I appreciate all your time and assistance as I complete my exit project.
AND/OR
The exit presentation will be given on March 16, I will contact you with my exact presentation time.