Guide to Writing Effective Business Letters

Understanding the importance and reasons for writing business letters, this guide provides step-by-step instructions on structuring a professional letter, including letterhead, date, and inside address. Learn how to communicate effectively in various business scenarios and enhance your written communication skills.

• Business communication
• Writing skills
• Business letters
• Professional correspondence
• Communication guide

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1. BUSINESS LETTERS Mr. Tees

2. Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business respect Get what we want!

3. Reasons for Writing Letters I am writing to Inquire about Apologize for

4. Reasons for Writing Letters Requests Could you possibly? I would be grateful if you could

5. Reasons for Writing Letters Agreeing to Requests I would be delighted to

6. Reasons for Writing Letters Giving Bad News Unfortunately I am afraid that

7. Step 1 Letterhead or Typed Heading Typed Heading Company Letterhead Consists of a typed return address Includes logo, slogan, or other identifying items Should also include the name of the sender Address, phone number, and other contact information Email, phone, etc. Use a 2 inch top margin and 1 inch side margins Use a 1 inch top margin and 1 inch side margins

8. Step 1 -Typed Heading Type the address below (Notice the format of the address. You should ALWAYS format addresses like this.) Press Enter 34 ChatleyAvenue Seattle, WA 98765

9. Step 2 -Date 34 ChatleyAvenue Seattle, WA 98765 February 30, 2020 Immediately under the heading Type today s date Then press Enter 4 times

10. Step 3 Inside Address February 30, 2020 Inside Address is who the letter is TO Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 61611 Type the name and address of the person the letter is to Include position and company name Press Enter twice (DS)

11. Step 4 Salutation or Greeting Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 61611 After the Inside Address and a double space Type the Salutation or Greeting Press Enter 2 times Dear Mr. Flintstone:

12. Step 5 - Body Dear Mr. Flintstone: After the Salutation and a double space Type the body of the letter Double Space between paragraphs Double Space at the end With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

13. Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

14. Part 6 Complimentary Close Please contact us again if we can help in any way. Type the Complimentary Close Press Enter 4 times The writers signature goes here Sincerely,

15. Part 7 Writers Identification Make sure there are 4 enters after the Complimentary Close Type the Writer s Identification including position Press Enter twice Sincerely, Kenneth Beare Director of Ken's Cheese House

16. Part 9 Notation (optional) Notations include who copies are being sent to or other items enclosed in the letter. Enclosure: Invoice Notations are a double space below the writer s identification

17. Review Fill out the worksheet to help you remember the previous information 34 ChatleyAvenue Seattle, WA 98765 February 30, 2020 1. Typed heading 2. Date 3. 4 enters 4. Inside Address 5. 2 enters Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 616111

18. Review Fill out the worksheet to help you remember the previous information Dear Mr. Flintstone: 6. Salutation 7. 2 enters With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 8. Body 9. 2 enters The order will be shipped within three days via UPS and should arrive at your store in about 10 days. 10. Body 11. 2 enters 12. Body Please contact us again if we can help in any way. 13. 2 enters

19. Review Fill out the worksheet to help you remember the previous information 14. Complimentary Close Sincerely, 15. 4 enters 16. Writers Signature 17. Writers Information Kenneth Beare 18. 2 enters Director of Ken's Cheese House 19. Notation Enclosure: Invoice

20. Styles of Letters Block Style Modified Block Style Modified Block with Indented Paragraph

21. Punctuation Styles Open Punctuation NO punctuation after the salutation or complimentary close Mixed Punctuation - has a colon after the salutation (never a comma) and a comma after the complementary close. These are the only two parts of a letter that are affected by the punctuation styles. Commas after the salutation are used only in strictly personal letters.

22. 34 Chatley Avenue Seattle, WA 98765 Block Style February 30, 2020 Mr. Fred Flintstone Block Style with mixed punctuation Sales Manager Cheese Specialists Inc. 456 Rubble Road Block Style: All letter parts are aligned on the left margin Rockville, IL 61611 Dear Mr. Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 Mixed Punctuation: Colon follows the salutation Comma follows the Complimentary close The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Sincerely, Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice

23. Modified Block Style 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Modified Block Style with Open Punctuation Mr. Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Modified Block Style: Date, complimentary close, and signature block start at the center of the page All other parts are aligned on the left margin Rockville, IL 61611 Dear Mr. Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Open Punctuation: NOpunctuation after the salutation or the complimentary close Sincerely Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice

24. Modified Block with Indented Paragraphs 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Mr. Fred Flintstone Modified Block Style with Indented Paragraphs and Open Punctuation Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Modified Block Style: Date and complimentary close, and signature block start at center of the page All other parts are aligned on the left margin Dear Mr. Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Sincerely Open Punctuation: NOpunctuation after the salutation or the complimentary close Kenneth Beare Director of Ken's Cheese House Enclosure: Invoice