Creating a Business Letter
Business Technology
Applications
What is a Business Letter?

Why write one?
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Written
Written
dispute
Written
Written
Written
to give information
to serve as evidence in cases of
to build goodwill
to remember facts
because they are convenient
To Whom is one written?
 What should be in one?
 What is proper format?

2
What are the types of Business
Letters?
Formal Business

May or May not be typed on Letterhead

Letterhead
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Already contains your return address
You don’t retype it
3
What are the Required Parts of a
Business Letter?
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Letterhead or Heading
Dateline
Inside Address
Salutation
Body
Complimentary Closing
Signature
Typists Initials
Optional:

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Enclosure
Attachment
4
What’s in The Heading
(your information)
Single Spaced – followed by four lines
 Always includes the date

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As the last entry
Business Letter

Your return address

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(no letterhead)
Only abbreviation is Postal Code - NJ
May include Phone#, Fax#, Email@
Date
Formal Business Letter

(on letterhead)
Date only
5
What is the Inside Address
(addressee’s information)
Person’s Name, Title
 Company Name/Department
 Company Address
 Single Spaced

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Followed by one blank lines
(Enter Key twice)
6
What is the Salutation?
(a greeting)

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Dear Mr. Sloan
Dear Dr. Smith
Dear Ms. Jones
Gentlemen
Dear Sir or Madam
7
What is the Body?
(The actual letter)

Brief and to the point!
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Guideline – 3 paragraphs (at least)
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Strictly Business
Brief Introduction
Contents - What I want
Conclusion and Thank you
Each paragraph:


Single Spaced
Followed by one blank lines
(Enter Key twice)
8
Complimentary Close
Sincerely,
 Yours truly,
 Respectfully yours,
 Followed by three lines


(Enter Key 4 times)
After printing you will sign the letter here
9
Signature

Your Full Name

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Your Title (if appropriate)


Mrs. Regina Sikorski
Computer Club Moderator
Followed by one lines

(Enter Key twice)
If optional parts are required
10
Optional Parts

Typist Initials



If your secretary typed this for you
RES/js
Enclosure


If something else is in the letter or
package
Followed by one lines (Enter Key twice)
11
What are acceptable formats for a
Business Letter?
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Block
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All parts are Left Justified to the margin
Modified Block
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All parts Left aligned
Heading, Close, Signature at
tab position 3.25
Indentation – choose either
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No paragraph indentation
All paragraphs first line indent .5
12
What are acceptable punctuation styles for a
Business Letter?
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Open
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No punctuation after

Salutation or Complimentary Closing
 Dear Mrs. Smith
 Respectfully yours

Mixed
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Punctuation after
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Colon (:) after Salutation
 Dear Sir:
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Comma (,) after Complimentary Closing
 Sincerely,
13
Understand that parameters can be mixed and
matched –8 Possibilities
Personal vs. Formal
Format Style
Punctuation Style
Mixed
Block
Open
Personal Business
Mixed
Modified
Open
Letter
Mixed
Block
Open
Formal Business
Mixed
Modified
Open
14
Example: Block/mixed punctuation
Software
Connections
1551 Riverwalk Pensacola, FL 32507
(904) 555-4422
November 3, 2009
Mrs. Edith Neal
Pensacola High School
719 Vista Boulevard
Pensacola, FL 32501
Dear Mrs. Neal:
Are you and your business students in a midyear slump? Do your classes need energizing?
Software Connection has the solution to your problem.
On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for
local schools. Students will have an opportunity for hands-on experience with the latest business
software. Professional programmers will be available to answer technical and career questions.
Drawings for free software will be held every hour—and a free lunch will be served to all
seminar guests.
Make plans now to attend. Simply indicate on the enclosed postage-free card how many students
you will be bringing, and mail it by November 6. We will do the rest!
Sincerely,
Erin Higgins
President
sls
Enclosure
15
Example: Modified Block/Open
Punctuation
Software
Connections
1551 Riverwalk Pensacola, FL 32507
(904) 555-4422
November 3, 2009
Mrs. Edith Neal
Pensacola High School
719 Vista Boulevard
Pensacola, FL 32501
Dear Mrs. Neal
Are you and your business students in a midyear slump? Do your classes need energizing?
Software Connection has the solution to your problem.
On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for
local schools. Students will have an opportunity for hands-on experience with the latest business
software. Professional programmers will be available to answer technical and career questions.
Drawings for free software will be held every hour—and a free lunch will be served to all
seminar guests.
Make plans now to attend. Simply indicate on the enclosed postage-free card how many students
you will be bringing, and mail it by November 6. We will do the rest!
Sincerely
Erin Higgins
President
sls
Enclosure
16
Letterhead
Software
Connections
1551 Riverwalk Pensacola, FL 32507
(904) 555-4422
17