Chapter 2-writing-a-business-letter

Writing a Business Writing a Business LetterLetter

Overview of Letter PartsOverview of Letter Parts

LetterheadLetterhead DatelineDateline Letter AddressLetter Address SalutationSalutation BodyBody Complimentary Complimentary

Closing Closing Writer’s Name and Writer’s Name and

TitleTitle Reference InitialsReference Initials

LetterheadLetterhead

The letter head is the heading The letter head is the heading at the top of a letter.at the top of a letter.

It usually consists of the It usually consists of the name, address, telephone name, address, telephone number and fax number of the number and fax number of the company.company.

The letterhead can be typed The letterhead can be typed out but it is usually printed on out but it is usually printed on the company’s stationerythe company’s stationery

Return AddressReturn Address

2650 Jean Way West Jordan Utah 840842650 Jean Way West Jordan Utah 84084

Phone 1 801 569 9463 Fax 1 801 784 Phone 1 801 569 9463 Fax 1 801 784 67346734

If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address

Return addressReturn address Gayle McNealGayle McNeal 2650 Jean Way2650 Jean Way West Jordan Utah 84084West Jordan Utah 84084 Phone 1 801 569 9463 Phone 1 801 569 9463

September 15, 2005 September 15, 2005

Xi’an International Studies UniversityXi’an International Studies University

Date LineDate Line The date line is used to indicate The date line is used to indicate

the date the letter was written. the date the letter was written. If your letter is completed over a If your letter is completed over a

number of days, use the date it number of days, use the date it was finished and mailed.was finished and mailed.

When writing to companies When writing to companies within the United States, use the within the United States, use the American date format. (The American date format. (The United States-based convention United States-based convention for formatting a date places the for formatting a date places the month before the day. For month before the day. For example: June 11, 2001. ) example: June 11, 2001. )

Date Line Cont.Date Line Cont.

If you are writing to England use If you are writing to England use the day/month/ year the day/month/ year

If you are writing to China use the If you are writing to China use the year/month/dayyear/month/day

Depending which format you are Depending which format you are using for your letter, either left using for your letter, either left justify the date or center it justify the date or center it horizontally. See pages 12 and 15horizontally. See pages 12 and 15

Write out the date two inches Write out the date two inches from the top of the page. from the top of the page.

Inside AddressInside Address

The inside address is the The inside address is the recipient’s address. recipient’s address.

It is always best to write to a It is always best to write to a specific individual at the firm to specific individual at the firm to which you are writing. which you are writing.

If you do not have the person’s If you do not have the person’s name, do some research by calling name, do some research by calling the company or speaking with the company or speaking with employees from the companyemployees from the company

INSIDE ADDRESS ContINSIDE ADDRESS Cont..

Follow a woman’s preference in Follow a woman’s preference in being addressed as:being addressed as:

Miss, Mrs., or Ms. Miss, Mrs., or Ms.

If you are unsure of a woman’s If you are unsure of a woman’s preference in being addressed, preference in being addressed, use Ms.use Ms.

Check page 13Check page 13

INSIDE ADDRESS ContINSIDE ADDRESS Cont

If If there is a possibility that there is a possibility that the person to whom you are the person to whom you are writing is a Dr. or has some writing is a Dr. or has some other title, use that title. other title, use that title.

Usually, people will not mind Usually, people will not mind being addressed by a higher being addressed by a higher title than they actually title than they actually possess. possess.

INSIDE ADDRESS ContINSIDE ADDRESS Cont

For international addresses, type For international addresses, type the name of the country in all-the name of the country in all-capital letters on the last line. capital letters on the last line.

The inside address begins two The inside address begins two lines below the date.lines below the date.

It should be left justified, no It should be left justified, no matter which format you are matter which format you are using.using.

See pages 12 and 15See pages 12 and 15

SalutationSalutation Use the same name as the Use the same name as the

inside address, including the inside address, including the personal title.personal title.

If you know the person and If you know the person and typically address them by their typically address them by their first name, it is acceptable to first name, it is acceptable to use only the first name in the use only the first name in the salutation (i.e., Dear Lucy:). salutation (i.e., Dear Lucy:).

In all other cases, however, use In all other cases, however, use the personal title and full name the personal title and full name followed by a colon. followed by a colon.

Leave one line blank after the Leave one line blank after the salutationsalutation..

Salutation Cont.Salutation Cont.

If you don’t know a reader’s If you don’t know a reader’s gender, use a nonsexist gender, use a nonsexist salutation, such as "To Whom it salutation, such as "To Whom it May Concern." May Concern."

It is also acceptable to use the It is also acceptable to use the full name in a salutation if you full name in a salutation if you cannot determine gender. cannot determine gender.

For example, you might write For example, you might write Dear Chris Harmon:Dear Chris Harmon:

Examples or SalutationsExamples or Salutations Dear Personnel Director,Dear Personnel Director, Dear Sir or Madam (use if you don't Dear Sir or Madam (use if you don't

know who you are writing to)know who you are writing to) Dear Mr., Mrs., Miss or Ms (use if Dear Mr., Mrs., Miss or Ms (use if

you know who you are writing to.you know who you are writing to. VERY IMPORTANT use Ms for women VERY IMPORTANT use Ms for women

unless asked to use Mrs. or Miss) unless asked to use Mrs. or Miss) Dear Frank (use if the person is a Dear Frank (use if the person is a

close business contact or friend) close business contact or friend)

BodyBody

For block and modified block For block and modified block formats, single space and left justify formats, single space and left justify each paragraph within the body of each paragraph within the body of the letter.the letter.

See page 12See page 12 Leave a blank line between each Leave a blank line between each

paragraph. paragraph. When writing a business letter, be When writing a business letter, be

careful to remember that conciseness careful to remember that conciseness is veryis very important. important.

Body (Cont.)Body (Cont.)

In the first paragraph, consider a friendly In the first paragraph, consider a friendly opening and then a statement of the main opening and then a statement of the main point. point.

The next paragraph should begin justifying The next paragraph should begin justifying the importance of the main point.the importance of the main point.

In the next few paragraphs, continue In the next few paragraphs, continue justification with background information justification with background information and supporting details. and supporting details.

The closing paragraph should restate the The closing paragraph should restate the purpose of the letter and, in some cases, purpose of the letter and, in some cases, request some type of action.request some type of action.

The ReferenceThe Reference Give a reference for the reason you Give a reference for the reason you

are writingare writing

With reference to your With reference to your advertisement in the advertisement in the Times, Times,

your letter of 23 rd March, your letter of 23 rd March, your phone call today,your phone call today, Thank you for your letter of Thank you for your letter of

March 5 thMarch 5 th

The Reason for WritingThe Reason for Writing

I am writing to enquire about I am writing to enquire about I am writing to apologize for I am writing to apologize for I am writing to confirm I am writing to confirm

RequestingRequesting

Could you possibly?Could you possibly? I would be grateful if you I would be grateful if you

could could Agreeing to Requests

•I would be delighted to

Giving Bad News •Unfortunately •I am afraid that

Enclosing Documents

•I am enclosing•Please find enclosed •Enclosed you will find

Closing RemarksClosing Remarks

Thank you for your help. Thank you for your help. Please contact us again if Please contact us again if

we can help in any way. we can help in any way. If there are any problems. If there are any problems. If you have any questions. If you have any questions.

Reference to Future Reference to Future ContactContact

I look forward to ...I look forward to ...hearing from you hearing from you soon. soon.

meeting you next meeting you next Tuesday. Tuesday.

seeing you next seeing you next Thursday. Thursday.

ClosingClosing The closing begins at the same The closing begins at the same

horizontal point as your date.horizontal point as your date. One line after the last body One line after the last body

paragraph. paragraph. Capitalize the first word only (i.e., Capitalize the first word only (i.e.,

Thank you) Thank you) Leave four lines between the closing Leave four lines between the closing

and the sender’s name for a and the sender’s name for a signature. signature.

Put your position if you would like to.Put your position if you would like to.

Closing (Cont.)Closing (Cont.)

If a colon follows the If a colon follows the salutation, a comma salutation, a comma should follow the closingshould follow the closing

otherwise, there is no otherwise, there is no punctuation after the punctuation after the closing. closing.

Finish TheFinish The

Yours faithfully, (If you don't Yours faithfully, (If you don't know the name of the person know the name of the person you're writing to) you're writing to)

Yours sincerely, (If you know the Yours sincerely, (If you know the name of the person you're name of the person you're writing to) writing to)

Best wishes, Best wishes, Best regards, (If the person is a Best regards, (If the person is a

close business contact or friend) close business contact or friend)

Typist InitialsTypist Initials

Typist initials are used to Typist initials are used to indicate the person who typed indicate the person who typed the letter.the letter.

If you typed the letter yourself, If you typed the letter yourself, omit the typist initials.omit the typist initials.

See page 15 in your bookSee page 15 in your book

Enclosures NotationEnclosures Notation If you have enclosed any documents along If you have enclosed any documents along

with the letter, such as a resume, you with the letter, such as a resume, you indicate this simply by typing Enclosures indicate this simply by typing Enclosures one line below the closing. one line below the closing.

As an option, you may list the name of As an option, you may list the name of each document you are including in the each document you are including in the envelope.envelope.

For instance, if you have included many For instance, if you have included many documents and need to insure that the documents and need to insure that the recipient is aware of each document, it recipient is aware of each document, it may be a good idea to list the names.may be a good idea to list the names.

See page 15See page 15

Copy NotationCopy Notation

If you are sending a copy of If you are sending a copy of the letter to another person or the letter to another person or company, include that company, include that information at the bottom of information at the bottom of the page.the page.

It should have the letters Cc in It should have the letters Cc in front of the information.front of the information.

See page 15 in your text book.See page 15 in your text book.

PostscriptPostscript

The postscript is used to add an The postscript is used to add an afterthought. afterthought.

In sales letters, it is used mainly In sales letters, it is used mainly as added punch.as added punch.

Use the initials PS before the Use the initials PS before the message.message.

Overview of Letter PartsOverview of Letter Parts

LetterheadLetterhead DatelineDateline Letter AddressLetter Address SalutationSalutation BodyBody Complimentary Complimentary

Closing Closing Writer’s Name and Writer’s Name and

TitleTitle Reference InitialsReference Initials

FormatFormat When writing business letters, you When writing business letters, you

must pay special attention to the must pay special attention to the format and font used.format and font used.

The most common layout of a The most common layout of a business letter is known as block business letter is known as block format.format.

Using this format, the entire letter is Using this format, the entire letter is left justified and single spaced except left justified and single spaced except for a double space between for a double space between paragraphs. paragraphs.

See page 12See page 12

Format Cont.Format Cont. Another widely utilized Another widely utilized

format is known as format is known as modified block format. modified block format.

the body of the letter is the body of the letter is left justified and single-left justified and single-spaced. spaced.

the date and closing are the date and closing are in alignment in the center in alignment in the center of the page. of the page.

The final, and least used, style is semi-block.

It is much like the modified block style except that each paragraph is indented instead of left justified. See page 15

Format Cont.

PAGE SETUPPAGE SETUP

Leave a good margin on both sides (2-Leave a good margin on both sides (2-5cm) and on top and bottom (3-5cm)5cm) and on top and bottom (3-5cm)

Use quality paper for both your letter Use quality paper for both your letter and envelopeand envelope

Use a good printer, preferably a laser Use a good printer, preferably a laser printer, to achieve the best possible printer, to achieve the best possible effecteffect

Eliminate spelling and grammar Eliminate spelling and grammar errorserrors

Group ActivityGroup Activity In a group you will write a letter. In a group you will write a letter. You will turn the letter in at the end You will turn the letter in at the end

of classof class Use all the parts of a letter Use all the parts of a letter

The return addressThe return address Date lineDate line Inside addressInside address SalutationSalutation Body of the letter three paragraphsBody of the letter three paragraphs Complimentary closingComplimentary closing SignatureSignature

Assignment.Assignment.

Use Chapter 2 as a resourceUse Chapter 2 as a resource Write a letter to Roger Owens, President of Write a letter to Roger Owens, President of

XYZ Corporation. He will be visiting your XYZ Corporation. He will be visiting your city next week. In the letter invite him and city next week. In the letter invite him and his wife to dinner on Thursday night. (Be his wife to dinner on Thursday night. (Be sure to specify the time and place of the sure to specify the time and place of the dinner.)dinner.)

Decide on a date, inside address, and Decide on a date, inside address, and salutationsalutation

Write the body of the letterWrite the body of the letter Use a complimentary close and sign the Use a complimentary close and sign the

letter. letter.

Assignment cont.Assignment cont.

In the first paragraph, consider a In the first paragraph, consider a friendly opening and then a friendly opening and then a statement of the main point. statement of the main point.

The next paragraph should begin The next paragraph should begin justifying the importance of the main justifying the importance of the main point.point.

The closing paragraph should restate The closing paragraph should restate the purpose of the letter and, in the purpose of the letter and, in some cases, request some type of some cases, request some type of action.action.

Homework AssignmentHomework Assignment

Will be due next week.Will be due next week. You are Roger Owens. Respond to You are Roger Owens. Respond to

the Letter you wrote in class today. the Letter you wrote in class today. You will be accepting or declining You will be accepting or declining the invitation. the invitation.

Complete the letter with all of the Complete the letter with all of the parts we used in the group letter. parts we used in the group letter.

The letter must be written or typed The letter must be written or typed very neatly.very neatly.

Correct all mistakes. Correct all mistakes.

GradeGrade

You will be graded on how well you You will be graded on how well you use the information from the chapter use the information from the chapter and my lecture.and my lecture.

Your grade will also reflect how you Your grade will also reflect how you used the twelve steps that you learned used the twelve steps that you learned in last weeks lesson. in last weeks lesson.

Any late assignments will not receive Any late assignments will not receive a grade.a grade.

If you are going to be absent send If you are going to be absent send your assignment with a classmate.your assignment with a classmate.

Remember:Remember:

All papers must contain the All papers must contain the following informationfollowing information

3-18 3-18 Student numberStudent number James /Chinese name James /Chinese name NameName Oct 6 Oct 6 Due DateDue Date Letter Writing Letter Writing Assignment Assignment

NameName

Additional Helps and Additional Helps and PracticePractice

If you need more help you If you need more help you may go to the following may go to the following website.website.

On this website there are On this website there are 591 different letters for you 591 different letters for you to read.to read.

http://www.4hb.com/letters/http://www.4hb.com/letters/index.htmlindex.html