Personal Correspondence

1
Personal Correspondence

• Personal Business Letters
• Business Letters
• Memorandums

2
Personal Business Letter

• Letter from an individual to a individual
• Formal in tone
• Letter from an individual to a business

3
Reasons to Send a PB Ltr

• Letter of compliment/complaint
• Request for information
• Thank you
• Job
• Request for job application
• Cover for a resume
• Follow up to a job interview

4
Letter writing tips

• Be brief, concise
• Be polite, not rude
• No more than 3 paragraphs
• Paragraph 1 Reason for writing
• Paragraph 2 Details
• Paragraph 3 Expected result

5
Formatting

• TM 2
• LM RM (Same) 1.
• BM 1
• Block Style no indents
• Font- Times New Roman 12
• Open Punctuation
• No punctuation after salutation or closing

6

• Dateline no abbreviations
• QS
• Inside Address
• Persons Name
• Business
• Street or PO address (no abbreviations)
• City, State Zip code
• Abbreviate state with two letter
• Charlotte, NC 28212

7

• DS
• Salutation
• Dear Sir Dear Dr. Jones Dear Ms. Smith
• NOT Hello Dear Suzy
• DS
• Body
• No indents
• SS within a paragraph
• DS between paragraphs
• DS

8

• Complimentary closing
• Only the first word is capitalized
• Yours Yours truly Sincerely Cordially yours
• NOT Good Bye, See you soon,
• QS Space for handwritten signature
• Senders name and return address
• No abbreviations

9
Business Letters

• A formal business letter is a correspondence sent
  from a business to another business
• business to an individual.
• The person writing the letter is speaking on
  behalf of the business on a business-related
  topic rather than as an individual.

10

• Because letterhead stationery is used, the return
  address is not keyed.
• The inside address begins with the most specific
  information on the first line and each line
  becomes more general in nature.

11
Longer Business Letters

• At least two lines of the body must be carried to
  the second page.
• The second page requires a heading that consists
  of the addressees name, the page number, and the
  date of the letter. (see next slide for examples)

12

• SINGLE LINE HEADING Page 2
• Mr. Bud Lanning 2 Current Date

MULTIPLE LINE HEADING Mr. Bud Lanning Page
2Current Date
13

• Top margin on second page is 1. All other
  margins follow first page.
• Second page is never keyed on letterhead. The
  paper should be of the same color and quality as
  the letterhead

14
Business LetterFormatting

• Block Style,
• Open Punctuation
• From a business to a business
• From a business to an individual
• Formal in tone
• Printed on special paper known as LETTERHEAD

15

• TM 2-
• LM and RM - 1
• BM - 1
• Block Style everything begins at LM
• Dateline
• No abbreviations

16

• QS
• Inside Address
• Persons First and Last Name
• Business Name
• Street/Po Box (No abbreviations)
• City, State Zip code

17

• DS
• Salutation
• Dear Mr. Jones Dear Dr. Smith
• NOT Good Morning Beth Hello, Don!
• Body
• Block paragraphs
• SS within a paragraph
• DS between paragraphs

18

• DS
• Complimentary Closing
• First letter is capitalized
• Yours truly Sincerely Cordially yours
• QS

19

• Signature block and Title
• Who is sending the letter? What is their job
  title?

20
Other Information

• Optional
• DS
• Reference Initials Who keyed the document?
• Lower Case
• jr
• DS
• Special Mailing Notation
• Enclosure
• Attachment

21
ENVELOPES

• 10 Business Size
• Holds a tri fold 8 ½ X 11 letter
• 6 ¾ - Personal Size
• Upper left corner return address
• Center inside/receivers address

22
Memorandums

• Also known as Memos
• Information sent from one individual to another
  within the same organization
• Less formal than a letter
• No Stamp
• No Envelope
• Non Confidential information

23

• Memos created by using a template are called
  Boiler Plate
• Various accepted format styles

24
Format

• TM 2
• LM RM (Same) 1
• BM 1
• Font- Times New Roman 12
• MEMORANDUM
• Centered, Bold
• ds to Guide (HEADING)words

25

• Use Guide words (Heading) instead of a salutation
  and closing
• Guide Words are
• Bold
• All Caps
• Followed by a colon
• Information following guide words is left aligned
• DS between Guide Words
• DS to body

26

• Body
• No indents
• SS within a paragraph
• DS between paragraphs