Location via proxy:   [ UP ]  
[Report a bug]   [Manage cookies]                
SlideShare a Scribd company logo

Parts of a business letter.ppt

•Download as PPT, PDF•
•
A
alamzeb101

This document provides guidance on the key components of a business letter, including the heading, date, inside address, greeting, body, closing, enclosures, and signature. It explains that business letters should be clear, concise, and easy to read while maintaining a formal tone. The various sections of a business letter are outlined and formatting recommendations are provided to ensure professional appearance and effective communication.

Related slideshows

Types of letters
Types of lettersTypes of letters
Types of letters
 
Letter writing formal letters and informal letters
Letter writing formal letters and informal lettersLetter writing formal letters and informal letters
Letter writing formal letters and informal letters
 
Writing Business Letters
Writing Business LettersWriting Business Letters
Writing Business Letters
 
1 of 22
Parts of a business letter
• Business letters require good solid communication skills and knowledge of business letter conventions. • Business letters represent you when you conduct transactions in writing. • For example, you might write to request a price list, apply for a job, or inquire about a refund policy.
• Although your letter should not be particularly personal in tone, it should reflect courtesy, clarity, and an understanding of your reader's needs • In business, time is valuable. • Make it easy for your reader to help you by writing simply and by including only the information your reader needs.
• Make your letters readable and direct. • Choose short, accurate word choices, short sentences, and orderly paragraphs. • These are easy to read, understand and remember. • Use personal pronouns, active voice, and action verbs.
• Don't use technical terms unless you are positive your reader will understand them as you do. • Don't write to impress; write to explain. • Make your letters readable by typing them on 8 by 11 inch typing paper.
• Check your text for clarity, completeness, and readability Don't ever forget to proofread. Minor errors in spelling, punctuation, and grammar hurt your credibility. • Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well written letter.
1.The Heading. • This contains the return address (usually two or three lines) with the date on the last line. • Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.
2.The date • The date line is used to indicate the date the letter was written. • However, if your letter is completed over a number of days, use the date it was finished in the date line. • Use the American date format October 11, 2006 . • Write out date two inches from the top of the page. Depending which format you are using.
3. Sender’s Address • It is optional. • Place the address one line below the date. • Another option is to include the sender’s address directly after the closing signature.
4. The Inside Address. • The inside address is the recipient’s address. • It is always best to write to a specific individual at the firm to which you are writing. • If you do not have the person’s name, do some research by calling the company or speaking with employees from the company.
• Include a personal title such as Ms., Mrs., Mr., or Dr. • Follow a woman’s preference in being addressed as Miss, Mrs., or Ms. • If you are unsure of a woman’s preference in being addressed, use Ms. . • For international addresses, type the name of the country in all-capital letters on the last line.
• The inside address begins one line below the sender’s address or one inch below the date. • It should be left justified, no matter which format you are using. • If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
5. The Greeting/Salutation • The greeting in a business letter is always formal. • Use the same name as the inside address, including the personal title. • If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:).
• In all other cases, however, use the personal title and full name followed by • a colon. • Leave one line blank after the salutation. • It normally begins with the word "Dear" and always includes the person's last name. • If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern."
6. The Body. • For block and modified block formats single space and left justify each paragraph. • Leave a blank line between each paragraph. • Do remember conciseness • In the first paragraph, consider a friendly opening and then a statement of the main point.
• The next paragraph should begin justifying the importance of the main point. • In the next few paragraphs, continue justification with background information and supporting details. • The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
7. The Complimentary Close. • short, polite closing ends with a comma. • It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use . • It begins at the same column the heading does.
• Capitalize the first word only (i.e., • Thank you) • leave four lines between the closing and the sender’s name for a signature.
8. Enclosures • If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. • As an option, you may list the name of each document you are including in the envelope.
9.The Signature Line • Skip two lines and type out the name to be signed. • This customarily includes a middle initial, • Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.
• The signature should start directly above the first letter of the signature line in the space between the close and the signature line. • Use blue or black ink.
Parts of a business letter.ppt

More Related Content

Parts of a business letter.ppt

  • 1. Parts of a business letter
  • 2. • Business letters require good solid communication skills and knowledge of business letter conventions. • Business letters represent you when you conduct transactions in writing. • For example, you might write to request a price list, apply for a job, or inquire about a refund policy.
  • 3. • Although your letter should not be particularly personal in tone, it should reflect courtesy, clarity, and an understanding of your reader's needs • In business, time is valuable. • Make it easy for your reader to help you by writing simply and by including only the information your reader needs.
  • 4. • Make your letters readable and direct. • Choose short, accurate word choices, short sentences, and orderly paragraphs. • These are easy to read, understand and remember. • Use personal pronouns, active voice, and action verbs.
  • 5. • Don't use technical terms unless you are positive your reader will understand them as you do. • Don't write to impress; write to explain. • Make your letters readable by typing them on 8 by 11 inch typing paper.
  • 6. • Check your text for clarity, completeness, and readability Don't ever forget to proofread. Minor errors in spelling, punctuation, and grammar hurt your credibility. • Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well written letter.
  • 7. 1.The Heading. • This contains the return address (usually two or three lines) with the date on the last line. • Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.
  • 8. 2.The date • The date line is used to indicate the date the letter was written. • However, if your letter is completed over a number of days, use the date it was finished in the date line. • Use the American date format October 11, 2006 . • Write out date two inches from the top of the page. Depending which format you are using.
  • 9. 3. Sender’s Address • It is optional. • Place the address one line below the date. • Another option is to include the sender’s address directly after the closing signature.
  • 10. 4. The Inside Address. • The inside address is the recipient’s address. • It is always best to write to a specific individual at the firm to which you are writing. • If you do not have the person’s name, do some research by calling the company or speaking with employees from the company.
  • 11. • Include a personal title such as Ms., Mrs., Mr., or Dr. • Follow a woman’s preference in being addressed as Miss, Mrs., or Ms. • If you are unsure of a woman’s preference in being addressed, use Ms. . • For international addresses, type the name of the country in all-capital letters on the last line.
  • 12. • The inside address begins one line below the sender’s address or one inch below the date. • It should be left justified, no matter which format you are using. • If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
  • 13. 5. The Greeting/Salutation • The greeting in a business letter is always formal. • Use the same name as the inside address, including the personal title. • If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:).
  • 14. • In all other cases, however, use the personal title and full name followed by • a colon. • Leave one line blank after the salutation. • It normally begins with the word "Dear" and always includes the person's last name. • If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May Concern."
  • 15. 6. The Body. • For block and modified block formats single space and left justify each paragraph. • Leave a blank line between each paragraph. • Do remember conciseness • In the first paragraph, consider a friendly opening and then a statement of the main point.
  • 16. • The next paragraph should begin justifying the importance of the main point. • In the next few paragraphs, continue justification with background information and supporting details. • The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
  • 17. 7. The Complimentary Close. • short, polite closing ends with a comma. • It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use . • It begins at the same column the heading does.
  • 18. • Capitalize the first word only (i.e., • Thank you) • leave four lines between the closing and the sender’s name for a signature.
  • 19. 8. Enclosures • If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. • As an option, you may list the name of each document you are including in the envelope.
  • 20. 9.The Signature Line • Skip two lines and type out the name to be signed. • This customarily includes a middle initial, • Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.
  • 21. • The signature should start directly above the first letter of the signature line in the space between the close and the signature line. • Use blue or black ink.