Post on 21-Apr-2018
Why do we need to write business
letters?
• The key to communication
• Business to Business
• Individual to Business
• Business to Individual
• Accomplish a goal
• Get what we want!
Reasons for writing letters
• request or give
information
• give thanks…
• inquire about …
• apologize for …
• giving bad news
• Unfortunately…
• I am afraid that…
• or giving good news
• Congratulations!
Heading - gives the mailing
address of the writer.
•Spell out the name of the city and
words such as Street and Avenue
•Use two-letter abbreviations for
states
•The writer’s name is not part of the
heading
Date - do not abbreviate the month.
•Key the date below the heading
•Enter 3 blank lines (quarter space)
Inside Address - gives the mailing
address of the reader.
•Include name, title, department,
company name, and address.
Salutation - called the greeting.
•The first name is not included, just
the title and last name. (Miss, Mrs.,
or Mr.)
Body - the body is the message
part of the letter.
•Use single spacing (SS) within
paragraphs; double spacing is used
between paragraphs.
Complimentary Close - is a word
or phrase used to end the message.
Examples:
•Sincerely,
•Yours truly
•Respectfully,
•Best wishes,
•Capitalize only the first letter of the
first word.
Signature Block - includes your
keyed (typed) name below your
handwritten name.
•Keyed name is in case the reader
cannot read your signature
•Sign using BLUE or BLACK ink
Letterhead - printed stationary
from an organization with the
heading information
•Includes company name,
address and perhaps a phone
number, website, and logo
and/or design
•You can also create your own
personal letterhead
•include your address, phone
number, and email
•When using letterhead, start your
letter with the date.
***Do not use your employer’s
letterhead for letters relating to
personal business.
Attention Line - used when you
know the name of the receiver of
the letter
•Key the word “Attention”
followed by a title or the
name of the department
•Key the Attention line as the
first line of the inside
address
Subject Line - it tells the reader
at a glance what the letter is
about.
•Key it two lines below the
salutation
•Key in all capital letters
Reference Initials - are the initials of the
person who keyed the letter
•Use only when you key letter for
someone else
•Place two lines below the keyed
signature
•Key in lowercase -- no capital letters
Enclosure Notation - an enclosure is
anything in the envelope besides the
letter, ie: a check.
•Key two lines below the reference initials
•Key the word Enclosure or Enclosures
•Add the number of Enclosures this way:
Enclosures (2)
Copy Notation - lets the readers know
that another person received a copy of the
letter.
•Key the copy notation two lines below the
enclosure notation.
•Key c, followed by the name or names of
those receiving a copy