business letters mr. blaugrund. why do you need to write business letters? the key to communication...
TRANSCRIPT
Business Letters
Mr. Blaugrund
Why do you 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 you want!
Reasons for writing letters
• I am writing to…
• inquire about …• apologize for …• ask you to…• ask you if…
Reasons for writing letters
Requests
• Could you possibly…
• I would be grateful if you could…
Reasons for writing letters
Agreeing to Requests
• I would be delighted to …
Reasons for writing letters
Giving Bad News
• Unfortunately …
• I am afraid that …
Step 1 – Letterhead orTyped Heading
Company Letterhead
• Includes logo, slogan, or other identifying items
• Address, phone number, and other contact information
• Use a 2 inch top margin and 1 inch side margins
TYPED HEADING• Consists of a typed
return address/email/phone
• Should also include the name of the sender
• Times New Roman, 12 pt.
• Single spacing• Use a 1 inch top
margin and 1 inch side margins
Step 1 - Typed Heading• Type your name and press Enter• Type your address below
(Notice the format of the address. You should ALWAYS format addresses like this.)
• Press Enter twice
Fred Smith¶
Canyon High School¶
19300 W. Nadal St. ¶
Canyon Country, CA 91351¶
(661) 252-6110¶
¶
Step 2 - Date
• Type today’s date• Then press Enter
four times
Fred Smith¶
Canyon High School¶
19300 W. Nadal St. ¶
Canyon Country, CA 91351¶
(661) 252-6110¶
¶
February 20, 2014 ¶
¶
¶
¶
Step 3 – Inside Address
• Inside Address is whom the letter is TO
• Type the name and address of the person the letter is to
• Include formal title, position and company name
• Press Enter twice
February 20, 2014 ¶
¶
¶
¶
Mr. Pete Schmenderman¶
Sales Manager ¶
Top-Notch Skateboards ¶
456 Sacramitlo Ln.¶
Rockville, IL 63831¶
¶
Step 4 – Salutation or Greeting
• After the Inside Address and a double space
• Type the Salutation or Greeting
• Press Enter twice
Mr. Pete Schmenderman¶
Sales Manager ¶
Top-Notch Skateboards ¶
456 Sacramitlo Ln.¶
Rockville, IL 63831¶
¶
Dear Mr. Schmenderman:¶
¶
Step 5 - Body• After the Salutation and a double
space• Type the body of the letter
• Paragraph one: introduce yourself
• Paragraph two: demonstrate knowledge of the industry/company and make your request
• Paragraph three: Conclude and show appreciation
• Press enter twice between paragraphs
• Press enter twice at the end
Dear Mr. Schmenderman:¶
¶
I am a student at Canyon High School who is…. ¶
¶
Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶
¶
Thank you so much for… ¶
¶
First Body Paragraph
• The first paragraph of a typical business letter is used to state the main point of the letter.
• Begin with a friendly opening; then quickly transition into the purpose of the letter.
• Use a couple of sentences to explain the purpose, but do not go into detail until the next paragraph.
Second Body Paragraph• Beginning with the second paragraph, state the
supporting details to justify your purpose. This is where you demonstrate that you have done some research about where you’re writing.
• This paragraph may take the form of background information, questions, a request, and/or your reasons for asking the questions.
• This paragraph should be enough to ask your question(s) and explain why your are asking the question and how the answer will help you.
Third Body Paragraph
• Finally, in the closing paragraph, briefly restate your purpose and why it is important.
• If the purpose of your letter is applying to a school or for a scholarship, consider ending your letter with your contact information.
• However, if the purpose is informational, think about closing with gratitude for the reader’s time.
Dear Mr. Schmenderman:¶
¶
I am a student at Canyon High School who is…¶
¶
Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶
¶
Thank you so much for… ¶
¶
Part 6 – Complimentary Close
• Type the Complimentary Closing
• Press Enter four times
Thank you so much for…¶
¶
Yours Sincerely, ¶
¶
¶
¶
Part 7 – Writer’s Identification
• Make sure there are four spaces after the Complimentary Close
• Sign your name in black ink and add one space
• Type the Writer’s Identification including position
• Make sure your letter sits in the middle of the page.
Yours sincerely, ¶
¶
¶
¶
Fred Smith (black ink signature)¶
Fred Smith
Student¶
Canyon High School
Review
• Typed heading• Two spaces• Date• Four spaces• Inside address• Two spaces
Fred Smith¶
Canyon High School¶
19300 W. Nadal St. ¶
Canyon Country, CA 91351¶
(661) 252-6110¶
¶
February 20, 2014 ¶
¶
¶
¶
Mr. Pete Schmenderman
Sales Manager
Top-Notch Skateboards
456 Sacramitlo Ln.
Rockville, IL 63831¶
¶
Review
• Salutation• Two spaces• Body Paragraph 1• Two spaces• Body Paragraph 2• Two spaces• Body Paragraph 3• Two spaces
Dear Mr. Schmenderman:¶
¶
I am a student at Canyon High School who is…. ¶
¶
Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…. ¶
¶
Thank you so much for… ¶
¶
Review
• Complimentary Close
• Four spaces• Writers Signature• Writers
Identification
Yours Sincerely, ¶
¶
¶
¶
Fred Smith (black ink signature)
Fred Smith
Student
Canyon High School
Block Style
• Block Style with mixed punctuation
• Block Style: • All letter parts are aligned
on the left margin
• Punctuation:• Colon follows the salutation• Comma follows the
Complimentary close
Fred Smith¶
Canyon High School¶
19300 W. Nadal St. ¶
Canyon Country, CA 91351¶
(661) 252-6110¶
¶
February 20, 2014 ¶
¶
¶
¶
Mr. Pete Schmenderman¶
Sales Manager¶
Top-Notch Skateboards¶
456 Sacramitlo Ln. ¶
Rockville, IL 63831¶
¶
Dear Mr. Schmenderman:¶
¶
I am a student at Canyon High School who is…. ¶
¶
Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…. ¶
¶
Thank you so much for… ¶
¶
Yours Sincerely, ¶
¶
¶
¶
Fred Smith (black ink signature) ¶
Fred Smith¶
Student
Canyon High School
DO’S AND DON’TS OF LETTER WRITING
• STYLE: (sentence structure and vocabulary)• Do use plain English. • Do write in active voice and use short sentences
when possible.• Do use everyday words and avoid technical
jargon.• Do select the words you use very carefully. • Do use a strong organizational strategy.• Do use a reader-friendly tone. • Do use a business like, conversational tone.
DO’S AND DON’TS OF LETTER WRITING
• TONE:• Don't make grammar or usage errors. • Don't use clichés or worn out phrases. • Don't use obsolete and/or pompous language because it "seems"
more professional. • Don't be too familiar with your audience. Remember to keep
some distance, this is a business relationship.• Don't use humor unless you know exactly what you are doing.
What is funny to you might be an issue of the highest seriousness with other people.
• Don't preach. If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message.
• Don't brag. It’s good to be confident, but don't carry it to an excess.