Had enough with expressions? Okay, it's now the time to have fun in a different way. You can also try this right away after learning the basic. Yes, Writing bussiness letters. Applying for jobs, or another bussiness you want to deal with. Make sure that you are a true bussinessman or bussiness woman. Okay? The time and space are all yours !!! Have fun and a bit wrinkles on your forehead :D ;)
- Parts of a Business Letter
This resource is
organized in the order in which you should write a business letter, starting
with the sender's address if the letter is not written on letterhead.
- Sender's Address
Do not write the
sender's name or title, as it is included in the letter's closing. Include only
the street address, city, and zip code.
- 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.
When writing to companies within the United States, use the American
date format. (The United States-based convention for formatting a date places
the month before the day. For example: June 11, 2001. ) Write out the month,
day and year two inches from the top of the page. Depending which format you
are using for your letter, either left justify the date or tab to the center
point and type the date.
- 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. If there is a
possibility that the person to whom you are writing is a Dr. or has some other
title, use that title. Usually, people will not mind being addressed by a
higher title than they actually possess. To write the address, use the U.S. Post
Office Format. 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.
- Salutation
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 (for example: Dear Lucy:). In all other
cases, however, use the personal title and last/family name followed by a
colon. Leave one line blank after the salutation.
If you don't
know a reader's gender, use a nonsexist salutation, such as their job title
followed by the receiver's name. It is also acceptable to use the full name in
a salutation if you cannot determine gender. For example, you might write Dear
Chris Harmon: if you were unsure of Chris's gender.
- Body
For block and
modified block formats, single space and left justify each paragraph within the
body of the letter. Leave a blank line between each paragraph. When writing a
business letter, be careful to remember that conciseness is very important. 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.
- Closing
The closing
begins at the same vertical point as your date and one line after the last body
paragraph. Capitalize the first word only (for example: Thank you) and leave
four lines between the closing and the sender's name for a signature. If a
colon follows the salutation, a comma should follow the closing; otherwise,
there is no punctuation after the closing.
- 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. For instance, if you have
included many documents and need to ensure that the recipient is aware of each
document, it may be a good idea to list the names.
- Typist initials
Typist initials
are used to indicate the person who typed the letter. If you typed the letter
yourself, omit the typist initials.
A Note
About Format and Font
Block Format
When writing
business letters, you must pay special attention to the format and font used.
The most common layout of a business letter is known as block format. Using
this format, the entire letter is left justified and single spaced except for a
double space between paragraphs.
Modified
Block
Another widely
utilized format is known as modified block format. In this type, the body of
the letter and the sender's and recipient's addresses are left justified and
single-spaced. However, for the date and closing, tab to the center point and
begin to type.
Semi-Block
The final, and
least used, style is semi-block. It is much like the modified block style
except that each paragraph is indented instead of left justified.
Keep in mind
that different organizations have different format requirements for their
professional communication. While the examples provided by the OWL contain
common elements for the basic business letter (genre expectations), the format
of your business letter may need to be flexible to reflect variables like
letterheads and templates. Our examples are merely guides.
Another
important factor in the readability of a letter is the font. The generally
accepted font is Times New Roman, size 12, although other fonts such as Arial
may be used. When choosing a font, always consider your audience. If you are
writing to a conservative company, you may want to use Times New Roman.
However, if you are writing to a more liberal company, you have a little more
freedom when choosing fonts.
Punctuation
Punctuation
after the salutation and closing - use a colon (:) after the salutation (never
a comma) and a comma (,) after the closing. In some circumstances, you may also
use a less common format, known as open punctuation. For this style,
punctuation is excluded after the salutation and the closing.
- FORMAT
1. Block
Format
Return Address
Line 1 1
Return Address Line 2
Date (Month
Day, Year) 2
Mr./Mrs./Ms./Dr.
Full name of recipient. 3
Title/Position of Recipient. Company Name Address Line 1 Address Line 2
Dear
Ms./Mrs./Mr. Last Name: 4
Subject: Title
of Subject 5
Body Paragraph
1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph
2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph
3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Closing (Sincerely...), 7
Signature 8
Your Name
(Printed) 9
Your Title Enclosures (2) 10 Typist Initials. 11 |
The block format
is the simplest format; all of the writing is flush against the left
margin.
Your Address 1
The return
address of the sender so the recipient can easily find out where to send a
reply to. Skip a line between your address and the date. (Not needed if the
letter is printed on paper with the company letterhead already on it.)
Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
Inside
Address 3
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
Salutation 4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
Subject Line (optional) 5
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
Body 6
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
Let's the reader
know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end
of the closing and only the first word in the closing is capitalized. Skip 3-4
lines between the closing and the printed name, so that there is room for the
signature.
Closing 7
Signature 8
Your signature will go in this section, usually signed in black or blue ink with a pen.
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name 9
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
Enclosure 10
If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.
If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.
Reference
Initials 11
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
2. Modified
Block Format
1. Return Address: If your stationery has a letterhead,
skip this. Otherwise, type your name, address and optionally, phone number,
five spaces to the right of center or flush with the right margin. Five spaces
to the right of center is common. These days, it's also common to include an
email address.
2. Date: Type the date
five spaces to the right of center or flush with the right margin, two to six
lines below the letterhead. Five spaces to the right of center and three lines
below the letterhead are common. If there is no letterhead, type it where
shown.
3. Reference Line: If
the recipient specifically requests information, such as a job reference or
invoice number, type it on one or two lines, immediately below and aligned with
the Date (2). If you're replying to a letter, refer to it here. For
example,
a. Re: Job #
625-01
a. Re: Your
letter dated 1/1/200x.
4. Special Mailing Notations: Type
in all uppercase characters, if appropriate. Examples include
·
SPECIAL DELIVERY
·
CERTIFIED MAIL
·
AIRMAIL
5. On-Arrival Notations: Type
in all uppercase characters, if appropriate. You might want to include a
notation on private correspondence, such as a resignation
letter. Include the same on the envelope.
Examples are
a. PERSONAL
b.
CONFIDENTIAL
6. Inside Address: Type
the name and address of the person and/or company to whom you're sending the
letter, three to eight lines below the last component you typed. Four lines are
standard. If you type an Attention Line (7), skip the person's name
here. Do the same on the envelope.
7. Attention Line: Type
the name of the person to whom you're sending the letter. If you type the
person's name in the Inside Address (6), skip this. Do the same on
the envelope.
8. Salutation: Type the
recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't
guess spelling or gender. Some common salutations are
a. Ladies:
b. Gentlemen:
c. Dear Sir:
d. Dear Sir or
Madam:
e. Dear [Full
Name]:
f. To Whom it
May Concern:
9. Subject Line: Type
the gist of your letter in all uppercase characters. Be concise on one line. If
you type a Reference Line (3), consider if you really need
this line. While it's not really necessary for most employment-related letters,
examples are below.
a.
SUBJECT: RESIGNATION
b. LETTER OF
REFERENCE
c. JOB
INQUIRY
10. Body: Type two spaces between
sentences. Keep it brief and to the point.
11. Complimentary Close: Type this aligned
with the Date (2). What you type here depends on the tone and
degree of formality. For example,
a.
Respectfully yours (very formal)
b. Sincerely
(typical, less formal)
c. Very truly
yours (polite, neutral)
d. Cordially
yours (friendly, informal)
12. Signature Block: Align this with
the Complimentary Close (11). Leave four blank lines to sign your
name. Sign it exactly the same as you typed it below your signature. Title is
optional depending on relevancy and degree of formality. Examples are
a. John Doe,
Manager
b. P. Smith
Director, Technical Support
Director, Technical Support
c. R. T.
Jones - Sr. Field Engineer
13. Identification Initials: If someone
typed the letter for you, he or she would typically include three of your
initials in all uppercase characters, then two of his or hers in all lowercase
characters. If you typed your own letter, just skip it since your name is
already in the Signature Block (12). Common styles are below.
a. JAD/cm
b. JAD:cm
c. clm
14. Enclosure Notation: This line tells
the reader to look in the envelope for
more. Type the singular for only one enclosure, plural for more. If you don't
enclose anything, skip it. Common styles are below.
a. Enclosure
b.
Enclosures: 3
c. Enclosures
(3)
15. cc: Stands
for courtesy copies (formerly carbon copies). List the names
of people to whom you distribute copies, in alphabetical order. If addresses
would be useful to the recipient of the letter, include them. If you don't copy
your letter to anyone, skip it.
3. Semi-block
format
The semi-block
letter is a more traditional letter format than the full-block or block. The
identifying features of the semi-block style letter is the left justification
of the inside address (3) and salutation(4) and the indentation (five to ten
spaces) of the first line of each paragraph (5). The dateline (2) is placed to
the right or to harmonize with the letterhead. . The complimentary close (6)
and the signature line (8) are typed to the right of the horizontal center of
the page.
Sample Letter
Here is a sample
letter using some of these forms:
Ken's Cheese
House
34 Chatley Avenue
Seattle , WA 98765
Tel:
Fax:
Email: kenny@cheese.com
34 Chatley Avenue
Seattle , WA 98765
Tel:
Fax:
Email: kenny@cheese.com
October 23, 2006
Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville , IL
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville , IL
Dear Mr Flintstone:
With reference
to our telephone conversation today, I am writing to confirm your order for:
120 x Cheddar Deluxe Ref. No. 856
The order will
be shipped within three days via UPS and should arrive at your store in about
10 days.
Please contact
us again if we can help in any way.
Yours sincerely,
Kenneth Beare
Director of Ken's Cheese House
That's it! Now grab a paper and a pen, happy trying fellas ! :D
But before that, a bit inspiration form QUOTE FOR TODAY!
Director of Ken's Cheese House
That's it! Now grab a paper and a pen, happy trying fellas ! :D
But before that, a bit inspiration form QUOTE FOR TODAY!
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