1. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Chapter 7 Making Business Letters and Documents Look Attractive on Paper and on the Computer Screen

2. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Learning Objectives Discuss the importance of appearance for letters. Discuss the importance of appearance for letters. List what can be found on a letterhead. List what can be found on a letterhead. Identify the standard parts of a business letter. Identify the standard parts of a business letter. List appropriate courtesy titles. List appropriate courtesy titles. Explain the optional parts of a letter. Explain the optional parts of a letter. Differentiate between open and mixed punctuation style. Differentiate between open and mixed punctuation style.

3. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Learning Objectives List the parts of a second-page heading. List the parts of a second-page heading. Describe the differences between full block, semiblock, modified block, and simplified letter styles. Describe the differences between full block, semiblock, modified block, and simplified letter styles. Explain how to fold letters. Explain how to fold letters. Describe how to address an envelope. Describe how to address an envelope.

4. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Learning Objectives Explain why some American customs will not work when writing international letters. Explain why some American customs will not work when writing international letters. Understand that online documents look differently. Understand that online documents look differently. Become aware of the formatting tips to use for online documents. Become aware of the formatting tips to use for online documents.

5. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. First Impression Makes or Breaks Before Reading, People Will React to the: Before Reading, People Will React to the: Feel of the Paper Feel of the Paper Design of the Letter Design of the Letter Letter arrangement Letter arrangement Appearance of type Appearance of type

6. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Stationery Standard Standard 8 1/2 x 11 Inches 8 1/2 x 11 Inches 16 to 20 lb. 16 to 20 lb. White White

7. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Stationery Felt — front of letterhead Felt — front of letterhead Wire — back of letterhead Wire — back of letterhead

8. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Legitimizes the business organization. Legitimizes the business organization. Includes at least these basic elements: Includes at least these basic elements: Company name Company name Address Address Zip code Zip code Generally occupies top two inches of stationery. Generally occupies top two inches of stationery. Letterhead

9. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Layout of Letter Length of Letter Short Medium Long Two pages Side Margins 2 inches 1 1/2 inches 1 inch Number of Words Under 100 100–200 200–300 Over 300

10. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Standard Parts of a Business Letter Letterhead or Return Address Letterhead or Return Address Date Date Inside Address Inside Address Attention Line or Salutation Attention Line or Salutation Body Body Signature Block Signature Block

11. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Optional Parts Subject Line Subject Line Complimentary Close Complimentary Close Reference Initials Reference Initials Enclosures Enclosures Copies Copies Postscripts Postscripts

12. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Punctuation Styles Open Punctuation: Open Punctuation: Requires no punctuation following salutation or close. Requires no punctuation following salutation or close. Dear Ms. WilliamsSincerely

13. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Punctuation Styles Mixed Punctuation: Mixed Punctuation: Requires a colon following the salutation and a comma following the complimentary close. Requires a colon following the salutation and a comma following the complimentary close. Dear Mrs. Williams:Sincerely,

14. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Second-Page Heading Show –Me-Farm 2 May 13, 20xx Mr. Frank Smith, July 31, 20xx, page 2 Ms. Taylor Matilik March 15, 20xx Page 2

15. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Letter Styles Full Block Style: Date Inside Address Salutation Begin all lines at left margin Closing Signature

16. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Letter Styles Semiblock Style: Date Indent paragraphs five spaces. Indent paragraphs five spaces. Place the date, closing, and signature beginning to the right of center. Place the date, closing, and signature beginning to the right of center. Closing, Signature

17. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Letter Styles Modified Block Style: Date Date Date begins at center of page. Close and signature block align with date. Closing, Signature Closing, Signature

18. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Letter Styles Simplified Style: Simplified Style: Developed by the Administrative Management Society. Developed by the Administrative Management Society. Contains no salutation or close. Contains no salutation or close. Uses a subject line instead of salutation. Uses a subject line instead of salutation. Begins all lines at left margin. Begins all lines at left margin.

19. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Folding and Inserting Enclosures Take time to properly fold a letter. Take time to properly fold a letter. Sloppy folding can spoil a letter. Sloppy folding can spoil a letter. If the paper is clipped, place the letter in the envelope so that the clip faces the bottom. If the paper is clipped, place the letter in the envelope so that the clip faces the bottom.

20. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Folding and Inserting Enclosures 1.1. 2a3a4a 5b3b4b2b

21. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Townsend Paper Company 1532 Lexington Avenue St. Louis, MO 63109 Attention Mr. John A. Manning The Lawrence Book Company 209 West Third Street Chicago, Illinois 60610 The Lawrence Book Company 209 West Third Street Chicago, Illinois 60610 Townsend Paper Company Attention Mr. John A. Manning 1532 Lexington Avenue St. Louis, MO 63109 The Lawrence Book Company 209 West Third Street Chicago, Illinois 60610 Harris Motor Lodge Omena, Michigan 49074 Mr. Arnold C. Evans 2110 Crestview Road Salt Lake City, UT 84116 PERSONALSPECIAL DELIVERY Addressing Envelopes

22. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. International Letters Use a more formal tone. Use a more formal tone. Include maximum punctuation. Include maximum punctuation. Do not use first names in salutations. Do not use first names in salutations.

23. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Format Principles for Online Documents Use a headline. Use a headline. Split into different pages. Split into different pages. Don’t make your topics linear. Don’t make your topics linear. Use plenty of subheads. Use plenty of subheads. Format headings. Format headings. Bold or highlight text. Bold or highlight text. Use italics for emphasis. Use italics for emphasis.

24. Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved. Format Principles for Online Documents Use bullets. Use bullets. Repeat your most important quotes. Repeat your most important quotes. Use white space generously. Use white space generously. Update frequently. Update frequently. Use sans serif headlines Use sans serif headlines Have a link where readers can print out your documents. Have a link where readers can print out your documents.