Business Correspondence
Write a letter that will actually get read!
Different Styles in a Letter
 Letter Styles
 Block style-all lines begin at left margin
 Modified block style-date, complimentary close and
signature lines begin at horizontal center
 Punctuation Styles
 Open-no colon after the salutation and no comma after
closing
 Mixed-a colon after the salutation and a comma after the
closing
Different Styles in a Letter
 Paragraph Styles
 Block-all paragraphs begin at the left margin
 Indented-each paragraph is indented 5 spaces
Parts of a Letter
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Dateline
Inside address (address of the receiver)
Salutation (Greeting--Dear Mr. Jones:)
Body
Complimentary close (Closing--Sincerely yours,)
Signature lines
 Signature block-business letter
 Writer’s name and title
 Return address-personal business letter
 Writer’s name and mailing address
 Special notations
 Reference initials (initials of typist used in business letters only)
 Enclosure notation (show something included with letter)
 Copy notation (list name(s) of persons receiving letter also)
Proper Spacing of a Letter
 Center the page vertically
 QS after the dateline
 DS after the inside address
 DS after the salutation
 SS the paragraphs in the body
 DS between paragraphs
 QS after the complimentary close
 SS the lines in the signature block or return address
 DS after the signature block
 DS after special notations if included
Letter Styles & Formats
Personal Business Letter
Personal Business Letter Format
 Block style
 Open punctuation
 Block paragraphs
 Return address
 Enclosure notation
 Included if sending something with the letter
Personal Business Letter Example
Center page vertically
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Page Layout -> Page Setup -> Layout
-> Page Vertical Alignment -> Center
Type dateline
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Month, Day,Year format
Enter 4 times after
Type inside address
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SS address lines
Enter twice after
Type salutation
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Followed by a colon
Enter twice after
Type body of letter
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November 4, 2005
Block paragraph format
Mr. John Doe, Director
Super Computer Company
9365 Employer Lane
Walla Walla, WA 98789
Dear Mr. Doe:
Type Paragraphs. Paragraphs are blocked at
left margin and single spaced with a DS
between. Let lines word wrap.
Personal Business Letter Example
Type body. Paragraphs are blocked at left
DS after last paragraph
margin and single spaced with a DS
Type complimentary close followed by a between. Let lines word wrap.
comma
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Sincerely,
Enter 4 times after
Sincerely,
Type return address
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SS address lines
Enter twice after
Type special notations if needed
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Enclosure
Copy
Sammy Student
12343 Student Avenue
Genius, KS 63455
Enclosure
c Carolyn Counselor
Letter of Appreciation
Thank You Letter
to Your Mentor
Exit Project
Thank You Letter to Mentor
 Purpose
 Show appreciation to mentor for helping you with exit
project.
 Give insight to you as a person
 List your goals you want to accomplish in the exit project
 Format
 Write it in formal personal business letter format
 Proofread very carefully-errors make the wrong impression
 Submit by deadline (check deadline date list)
Introduction
 The opening paragraph should convey appreciation
 Thank you for . . . .
 Why you appreciate it
Example:
Thank you for agreeing to be my mentor.Your expertise
in (??) will help me tremendously with my (exit project
??).
Body
 The middle paragraph should contain explanatory
comments
 What you hope to accomplish or gain by completing
your exit project
 Personal growth or interest
 Career preparation
Example:
I have always been interested in (??). I like to (??). This
exit project will allow me to (??).
Conclusion
 The final paragraph should be a courteous closing
 Example:
Your leadership and support as my mentor will . . .(insert
phrase). I appreciate all your time and assistance as I
complete my exit project.
AND/OR
The exit presentation will be given on March 16, 2012. I
will contact you with my exact presentation time.