Writing Letters

Basics for Communicating with a Worldwide Audience

Letters in the Age of the Internet

• Represent your company’s public image and your competence

• More formal – in structure and tone – than any other business communication

• Constitute an official legal record of agreement• Required to be routed through channels before sent

out• Permanent• Official and expected medium for important

documents and attachments• Most formal and approved way to conduct business• Hard copy is confidential

Full Block Format• Use when printing a document on a letterhead• All information is flush against the left margin• Double-space between paragraphs• Figure 4.1 (97)

SUPINSKI SCHOOL FOR YOUNG WOMEN2636 Northwood Avenue

Easton, PA 18045

July 1, 2010

Ms. Jane Smith1000 Anonymous RoadCenter Valley, PA 18073

Dear Ms. Smith:

TextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextext.

TextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTextextTex

TextextTextextTextext

Sincerely yours,

Ashley Supinski, Headmaster.

Date

Inside Address (Reflects envelope)

Greeting

Closing

Signature space (4 spaces) with printed signature underneath.

Modified Block Format• No letterhead• Center alignment (Flush) and keyed towards right

margino Writer’s addresso Dateo Complimentary Close

• Left alignment (Flush)o Inside addresso Salutationo Body of letter

• Example: Figure 4.2 (98)

Semi Block Format• Similar to Modified Block in terms of

o Date lineo Complimentary closeo Signatureo Enclosures line

• Paragraphs are indented 5-7 spaces• May be asked to use by employer• Example: Figure 4.7 (111)

Continuing Pages• Two Conventions

o PG 99

Parts of a Letter• Date Line• Inside Address• Salutation• Body of Letter• Complimentary Close• Signature• Enclosure(s) (Encl.)• Copy Notation (cc:)

Appearance• Make sure there is enough ink/toner• Experiment with different fonts. What is most

appealing to the eye (and easiest to read?)• Avoid crowding too much text on one page• Center your letter, making it look balanced and

proportional• Use Print Preview • Always print your letter on high quality paper and

matching envelopes

Envelopes• Most companies have envelopes with their name,

contact information, logos• Use #10 envelopes• USPS recommends all capital letters with no

punctuation

Organization• First Paragraph• Most important/significant/relevant information at

the beginning of each paragraph• Develop message• Last Paragraph

Making a Good Impression

• Content • Style & Tone• Communicate to influence readers• Adapt “You” Attitude• Examples

o Figure 4.5 (106)o Figure 4.5 (107)

“You Attitude” Guidelines

• Never forget that your reader is a real person.• Keep the reader in the forefront of your letter• Be courteous and tactful• Don’t sound pompous or bureaucrastic

Remember!• Every letter needs to

o Establish and/or maintain a good rapport with your reader

o Protect and promote your company’s and your own professional image

o Continue to increase business sales, relationships and opportunities