BUSINESS LETTER A Business Letter is an easy way of sharing information in business. It is used to communicate in a professional manner with people or firms with whom you do business. It may be written: $ to ask for advice or information; $ as a letter of complaint about a defective product or inefficient service; $ to compliment an employee or product; $ as a cover/application or thank-you letter PARTS OF A BUSINESS LETTER 1. RETURN ADDRESS - Writer’s Address This shows the receiver where to send the reply. House number Street Address City, Province Postal Code The Return Address Should not is typed if a Business letter head is used. 2. DATE LINE The date the letter was typed. Example: Wednesday, December 14, 2011 3. INSIDE ADDRESS Name and address of the receiver of the letter (Recipient) Job Title Company Name and Address City, Province Postal Code 4. SALUTATION Greeting within the letter. Examples: Dear Mr. Smith (if you know the name of the receiver) Use one of these if you do not know the receiver: Dear Sir or Madam, Ladies and Gentlemen, To whom it may concern 5. SUBJECT LINE (Optional) Subject matter should be typed in capital letters. Or small letters bold and underlined 6. BODY This is where the message is typed in paragraphs. Sentences should be clear, concise and in single line spacing. Give an extra line between paragraphs. Paragraph 1: Introduction - Tells the reader why you are writing. Paragraph 2: Middle - Gives details to why you are writing. Paragraph 3: Closing - Gives where and when you could be reached 7. COMPLIMENTARY CLOSING Closing Remark: Respectfully Yours (formal), Sincerely Yours (less formal) Yours truly (neutral), Cordially (more friendly) 8. WRITER=S IDENTIFICATION Name, Signature and Job title of the writer. Four to five lines spaces to allow for signature. 9. IDENTIFICATION INITIALS (Optional) If you have someone else key the letters on your behalf, that person’s initials appear here.’ Example: RM:rs 10. ENCLOSURE If there is anything included in the letter, key the number 11. COPY NOTATION CC - Courtesy Copy. Used if you are sending a copy of the letter to another person. BCC- used if you do not want the recipient to know those you copied to. KEYING AND FORMATTING A BUSINESS LETTER All margins set at default. Block Style In a full block style, all the parts are aligned at the left-hand margin. This has quickly become the most popular style of letter in the computer era because it requires fewer bytes for storage on the disk. Semi-Block Style Semi-block letters are a modification of the block letter style. In this style of letter, each new paragraph begins with an indent. Punctuation Style Another important part of the business letter is the punctuation. Within a letter, there are two common options for punctuation B two-point or open punctuation. In two-point punctuation, you key a colon (:) after salutation, and a comma (,) after complimentary closing. For example, Dear Mr. Singh: and Yours truly, In open punctuation, there is no punctuation after these letter parts, leaving these parts Aopen@ and without clutter. 1. Return Address (1 extra line) 2. Date (4 extra line spaces) 3. Inside Address (1 extra line) 4. Salutation (1 extra line) 5. Subject Line (1extra line) 6. Body (in paragraphs) (1 extra line between paragraphs) 7. Complimentary Closing (4 -5 extra lines) 8. Writer=s Name/Signature (1 extra line) 9. Identification Initials (1 extra line) 10. Enclosure Notation (1 extra line) 11. Copy Notation (1 extra line) Assignment 1 Type the letter on the next page and format it using the guidelines given above. You are the writer so use your address, name and signature. You may change the business name to what you like. Hand in. Communication Mark: 20 marks Summer Bay Resort Your Address, phone and fax numbers Date: Insert today=s date Ms. Jill Jones 55 John Street P.O. Box 497 Queensville, Ontario M9K 4L5 Dear Ms. Jones: Thank you for your letter requesting information about the Summer Bay Resort. We appreciate your interest in our resort. Summer Bay will be opening on June 15th. The following table shows the price/person for the upcoming season. June 15-June 30 July 1-August 15 Aug. 16-Aug. 31 Sept. 1-Oct. 15 $150.00 $200.00 $175.00 $150.00 Enclosed you will find a brochure with additional information about the resort. We hope to see you in the upcoming season. Feel free to contact us again with any further questions. Yours truly, Student Name and signature, Enc: Brochure cc: Human Resources Letters Worksheet Answer the following questions using the handouts given for these topics. 1. The parts of a letter that are found in all business or formal letters are referred to as ________________________________. 2. List eight examples of the above parts: __________________________ _________________________________ __________________________ _________________________________ __________________________ _________________________________ __________________________ _________________________________ 3. The style of the letter where all the parts begin at the left margin is known as ___________________________ style. 4. When there is no punctuation mark appearing at the ends of the lines of the parts of the letter, this is known as _____________________________. 5. When parts of the letter begin at the left margin but the paragraphs are indented, this is known as ______________________________. 6. If punctuation marks appear only after salutation (colon) and closing remark (comma), this style is called ________________________________. 7. When a punctuation mark must appear at the end of every line of parts and sentences in the body, this style is known as _________________________.
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