business letter basics
DESCRIPTION
TRANSCRIPT
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COMA 360 - DMH
BUSINESS LETTER BASICSSTRUCTURE AND FORMAT GUIDELINES
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COMA 360 - DMH
WHY WRITE A BUSINESS LETTER
In a era of instant electronic communication, it is still necessary to write some form of business letter.
You may need to • Request information • Send information Correct & apologize for an
error• Explain a procedure or present a problem • Sell a product or service• Express an opinion
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COMA 360 - DMH
STYLE DETERMINED BY VISUAL FACTORS
Paper quality, weight, & color Letterhead & logo design Ink colors used in printing Style & size of font Format Organizational standards
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COMA 360 - DMH
BLOCK STYLE
All elements are flush left
Easy to prepare
Businesslike appearance
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MODIFIED BLOCK STYLE
Most elements are flush left
Align date and signature
Seen as gracious and balanced
Can also indent the first line of paragraphs by 5 spaces
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PARTS OF A BUSINESS LETTER
Heading Opening Body Closing
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HEADING
Letterhead projects the company’s image Must include: name, address, telephones
numbers and other identifiers of the company at either top or bottom of page
Date line: must be written out February 27, 2011
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THE OPENING
Directs the letter to a specific individual, company or department
Most importantly greets the reader Consists of:
• The inside address (address of the person you are writing to)
• Attention line (optional) speeds the handling of a letter or used when a specific person is not being address.
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COMA 360 - DMH
SALUTATION
If you know the person’s name that you are writing to, you should use it. • Dear Dr. Jones: • Dear Mrs. Smith:
If you don’t know the person’s name, you should use the generic form salutation. • Dear Sir or Madam:
The salutation is followed by a colon (:) or comma (,)
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THREE PARTS OF THE BODY
First paragraph: introduction and reason for writing. Make sure the receiver knows who you are and why you are writing
Following paragraphs: explain your reasons for writing in more detail, provide background information etc.
Last paragraph: summarize your reason for writing again and make clear what you want the recipient to do
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COMA 360 - DMH
BASIC CONTENT PATTERN
MainMessage
Necessary details
Pleasantending
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COMA 360 - DMH
THE CLOSING
The complimentary closing should match the salutation
Commonly used closings include:• Sincerely,• Regards,• Best regards,• Cordially,• Best wishes,• Cordially yours,
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COMA 360 - DMH
SIGNATURE
Sincerely,T.R. SmithThomas R. Smith
Regards,TomThomas R. Smith
If relationship is new or formal
If relationship is ongoing or informal
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NOTATIONS
Notations are optional Three types:
• Enclosure: Opportunities in Trading• cc: Linda Smith, Tom Morgan, file• bcc: T. Wadsworth, Personnel
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COMA 360 - DMH
GUIDELINES FOR LETTER WRITERS
Get the reader’s attention immediately. Write sparingly. Pare your letter down to the
briefest, most meaningful elements. Keep it short. Tell the story in the first two
paragraphs. Use a conversational tone. Short words;
simple sentences. Send your letter to the right person.
Michael Klepper
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COMA 360 - DMH
KEY QUESTIONS
What is the need, concern, or interest?
Is your desired behavior clearly packaged as
a credible solution to the need, concern, or
interest?
Have you presented the benefits of action
and the consequences of inaction?
Have you rehearsed the desired behavior