Unit 10 Office
Unit 10 Office
Unit 10 Office
A. Business Letters
Block format is the most common format used in business today. With this format,
nothing is centered. The sender's address, the recipient's address, the date and all new
paragraphs begin at the left margin, like this:
Second para...
Third para...
When using email in business, most of the guidelines for standard formatting in
business letters apply. Here are a few differences:
Choose a subject line that is simple and straightforward. Refrain from using key
words that might cause an email to go into another person's trash box.
Repeat the subject line in the body of the email, beneath the salutation (as with
a letter).
Use the "cc" address line to copy more than one person with your
correspondence.
You can request a receipt for important letters. The system will automatically
let you know when someone has opened your email.
Instead of a signature, include your typed name, and below it include your email
address, business name and address, phone and fax number, and website if
appropriate.
Remember that people often print out emails, so your own email address and
the subject line would be lost if you had not included them in the body of the
email.
Internal electronic mail may be formatted more like a memo than a formal
letter.
The term business letter makes some people nervous. Many people with English as a
second language worry that their writing is not advanced enough for business writing.
This is not the case. An effective letter in business uses short, simple sentences and
straightforward vocabulary. The easier a letter is to read, the better. You will need to
use smooth transitions so that your sentences do not appear too choppy.
1. Salutation
2. First paragraph
In most types of business letter, it is common to use a friendly greeting in the first
sentence of the letter. Here are some examples:
After your short opening, state the main point of your letter in one or two sentences:
5. Closing
Here are some common ways to close a letter. Use a comma between the closing and
your handwritten name (or typed in an email). If you do not use a comma or colon in
your salutation, leave out the comma after the closing phrase:
Yours truly,
Yours sincerely,
Sincerely,
Sincerely yours
Thank you,
Best wishes
All the best,
Best of luck
Warm regards,
E. Writing Tips
Use a conversational tone.
Ask direct questions.
Double-check gender and spelling of names.
Use active voice whenever possible.
Use polite modals (would in favor of will).
Always refer to yourself as "I".
Don't use "we" unless it is clear exactly who the pronoun refers to.
Rewrite any sentence or request that sounds vague.
Don't forget to include the date. Day-Month-Year (05/07/20) is conventional
in many countries; however, to avoid confusion, write out the MONTH
instead of using numbers (e.g. 5th July 2020 -- or July 5th, 2020 for American
English)
F. Exercise
1. The pre-printed part of the letter that appears across the top margin and
includes the name of the business is called the .
A. inside address
B. letterhead
C. c)addressee notation
2. What do we call the part of the letter that contains the receiver’s name
and mailing address?
A. salutation
B. addressee notation
C. inside address
3. What is the correct notation to indicate the purpose of a letter?
A. Subject: Formal Notice
B. Attention: Formal Notice
C. Please Note: Formal Notice
4. Which answer illustrates the correct form for the salutation (greeting) in
a business letter?
A. Dear D. J. Andrews:
B. Dear Mr. D. J. Andrews,
5. The body of the letter is followed by the complimentary close. Which of
the complimentary closes below is correct?
A. Yours Truly:
B. Yours Truly,
C. Yours truly,
6. What abbreviation is used to indicate that a separate document
accompanies the letter?
A. Enc.
B. Att.
7. What does the abbreviation “cc” indicate?
A. A copy of the letter has been filed.
B. A copy of the letter has been sent to the person(s) indicated.