Writing a Letter

1
Writing a Letter
2
The Business Letter

• Written to take action in a business-related
  manner
• Must look and sound professional
• Cannot have slang or unnecessary abbreviations in
  a business letter

3
Business Letter Specifications

• Write only on white, 8.5-11 paper
• Type in single spacing with one extra line
  between paragraphs
• Always use only blue or black ink
• Avoid handwriting when at all possible
• 1 margins all around
• Use only one side of the paper

4
Business Letter Specifications

• Use a professional tone
• Include all necessary information, but get to the
  point quickly

5
Styles of a Business Letter

• There are two main styles of business letter
• Block Form
• All six parts begin at the left margin
• Paragraphs are not indented
• Modified Block Form
• The heading, closing, and signature are at the
  right margin
• All other parts begin at the left margin

6
The Parts of a Business Letter

• The heading
• Has three lines
• Street address
• City, state, zip
• Date the letter was written
• Inside address
• Gives the name and address of the person or
  organization to whom you are writing
• Use a courtesy title
• Include business title after the persons name
• If you dont know the persons name, put the
  title of the person in its place

7
The Parts of a Business Letter

• Salutation
• If you are writing to a person, begin with Dear,
  then the courtesy title, then the last name
• End with a colon
• If you do not know the persons name, use Sir or
  Madam
• Body
• The main part of your letter
• Use an extra line between paragraphs

8
The Parts of a Business Letter

• Closing
• Always end in a courteous manner
• Use Yours truly, Sincerely, Respectfully
• Capitalize only the first word of the closing
• End with a comma
• Signature
• Hand write your name
• Under it should be your printed name

9
Extra Information

• If you are including something else in your
  envelope along with the letter
• Leave two blank lines after the signature
• Then type Enclosure and the type of item you are
  enclosing
• This should be left aligned

10
Appreciation Letters

• Written to give thanks
• You should explain exactly why you are pleased
• See page 1025

11
Complaint Letters

• Purpose is to report an error or a problem
• You could also use this type of letter to state
  that you have not received services
• Be calm when you state why you are displeased
• Then request the solution that you feel is
  appropriate
• You will be more effective if you remain cool and
  calm

12
Letters of Application

• Sometimes called cover letters
• Explain why you are the best candidate for a
  something
• This could be a job, a membership, or a
  scholarship

13
Letter of Application Guidelines

• Identify the job, membership, or scholarship and
  how you heard about it
• Mention GPA, experience, activities, personal
  qualities
• Provide references in Resume, but allude to them
  in application
• Include your full address
• Do not use Mr, Mrs, or Ms unless you are sure of
  the title
• Modified block format
• See page 1026

14
Job Application Letter

• You have found a job opportunity that you are
  interested in
• The directions say to write a letter detailing
  your job experience and why you would be a good
  fit for the job
• Include all of your experiences, strengths, and
  the reasons why you should be hired

15
Complaint Letters

• The following information should be included
• What product you ordered
• Why you are not satisfied
• How you were effected
• What you want done about the problem

16
Request Letters

• Asks for information
• Requests something specific
• Usually a means to set up an installation,
  request a brochure, or set up a meeting
• See page 1027

17
Memos

• Short for memorandum
• A brief note written as a reminder of an event
• This is the standard form of communication in
  businesses
• They are intended to be understood completely at
  the first reading
• They must be concise, organized, and direct

18
Memos

• The purpose of a memo is usually to
• Announce or summarize a meeting
• Request action
• Provide important information
• Head the memo the following way
• Date, To, Form, cc, and Subject

19
Memos

• The memo should be organized the following way
• State the purpose clearly
• Include background information
• Use a courageous, professional tone
• Include deadline or dates
• Include phone number
• cc appropriate people

20
Memos

• Typing up the memos
• Break text into short paragraphs
• There should be blank lines between paragraphs
• Use bulleted or numeric lists when possible
• Place asterisks around words that should draw
  attention or focus

21
Your Assignment

• Write a complaint letter on the following
  situation
• You are being charged for a 3,000 computer
  purchase you did not make on your Visa card
• You have called the Visa company many times and
  finally were told that you can write a letter
  lodging a formal complaint
• Use the following information
• The head of accounts payable is Mr. Jim Johnson
• The address is 10450 Canterberry Lane, Conseco,
  Iowa, 33245

22
Your Assignment

• Write a letter of appreciation.
• Your mailbox was destroyed by vandals with
  baseball bats while you were out to the movies
  last Friday night. Your income tax refund check
  for 4,800 was stolen.
• Your neighbor saw the whole thing, reported it to
  the police, and the vandals were apprehended and
  your income tax refund check was recovered.
• Write a modified block letter to your neighbor
  stating how grateful you are.