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DCS Obj 5.03 PPP

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									   Objective 5.03
    Business Letters
           and
Personal Business Letters
Vocabulary
Company name, address, phone number, etc
  Preprinted at the top of the stationary – used
  for business letters
   Letterhead
Current date typed in formal style ( May 16,
  2007)
   Dateline
Optional notation typed in all caps a DS below the
 return address on an envelope giving instructions
 to individuals receiving the letter
 (CONFIDENTIAL, HOLD FOR ARRIVAL, etc)
   Addressee Notation
Optional notation typed in all caps a DS below the
  date in the letter and a DS below the stamp on
  the envelope giving special mailing instructions
  (OVERNIGHT, AIRMAIL, CERTIFIED,
  REGISTERED)
    Mailing Notation
First line of the letter address when the name of
  the recipient of the letter is not known
    Attention Line
The address of the person receiving the letter
    Mailing or Letter Address
The greeting of the letter either Dear (Mr. Mrs.
  Ms. etc) or if the name of the individual is not
  known use Ladies and Gentlemen (do not use
  Dear when using Ladies & Gentlemen
    Salutation
Gives the recipient of the letter an idea of
  what the letter is about. (All caps a DS
  below the salutation)
    Subject Line
The paragraphs of the letter
    Body
The ending of the letter (appropriate
  business closings are Sincerely, Sincerely
  yours, Cordially, Cordially yours, Yours
  truly
    Closing
The hand written signature of the author
    Writer’s signed name
Identifies the author of the letter
    Writer’s typed name
Identifies the typist - the initials of the
  typist typed in lowercase letters with no
  punctuation or spaces
    Reference Initials
Indicates something is included with the
  letter
    Enclosure Notation
Used to show someone else has received the
 letter
   copy notation
An unacceptable practice of having only one line of
 a paragraph at the bottom of a page
   orphan
An unacceptable practice of having only one line of
 a paragraph at the top of a page.
   widow
Business Letters
 Used when a person is writing to do business for
  a company
 Letterhead stationary is used, so the return
  address is not keyed.
 There are two styles
  Block
  Modified Block
 Both styles have a 2-2.5” top margin depending
  upon the letterhead and the letter length
 Side margins are typically 1”
 Reference initials are used only when someone
  other than the writer types the letter
  Lowercase letters without punctuation are used
   a double space below the writer’s typed name.
 Enclosure, copy, and postscript notations appear
  below the reference initials.
Optional Parts
   A subject line may be typed in all caps a DS
    below the salutation
   The company name can be keyed in all caps a
    DS below the complimentary close. (Then the
    typed name of the writer is a QS below the
    company name.)
Personal Business Letters
 Used when you are writing to do your personal
  business (apply to college, request info, letter
  of complaint, etc.)
 Plain paper is used so the return address must
  be typed a SS above the date or a SS below
  the writer's typed name at the bottom.
 Reference initials are NOT used in personal
  business letters because the writer is the
  typist.
Both kinds of letters
   Either block or modified-block style.
   In block style, each line starts at the left
    margin
   In modified-block style
     Date, Closing, & writer’s name are at a left
       tab at the center of the page
       paragraphs may be blocked or indented
   Two styles of punctuation may be used:
     Open (no punctuation after the salutation or
      closing)
       Mixed (a colon after the salutation and a
        comma after the closing)
 The letter address (inside address) goes from
  most specific information on the first line and
  each line becomes more general in nature.
  Individual’s name
  Company Name
  Street Address
  City, State & ZIP code
 The signature block is a quadruple (QS) space
  below the complimentary close. It includes the
  handwritten signature and the typed name of
  the sender
  The writer’s title can be typed following a
   comma on the same line as his name
  or a single space below his name with no comma
    after the name
Guidelines for Business
 Letters and Personal
   Business Letters
           Business Letter
  (Shown in Modified Block Style)
      Basic Parts
1. Letterhead
2. Date
3. Letter Address
4. Salutation
5. Body
6. Complimentary Close
7. Typed name of Writer
8. Reference initials
Margins
 1” side margins

 2-2.5” top margin or centered vertically
  with “Center Page” feature
 1” bottom margin
    Personal Business Letter
          (shown in block style)
      Basic Parts
1. Return Address
2. Date
3. Letter Address
4. Salutation
5. Body
6. Complimentary Close
7. Signature
8. Name of Writer
Margins

1” side margins
2-2.5” top margin or centered vertically
 with “Center Page” feature
1” bottom margin
Special Parts (both kinds of letters)
Mailing notations
  (certified, registered,
    special delivery,)
Attention line
Subject line
Company name in closing
Enclosure or Attachment
notation
Copy notation
Postscript
Explanation of Special Letter
Parts
Mailing notation
   used for special postal service
       – CERTIFIED
       – REGISTERED, ETC
   Typed a DS below the date, all caps at the
    LM
   AND on the envelope a DS below the stamp
    at the RM
Attention line
   Identifies a title or department when a
    specific named person is not known as
    the addressee
   Typed as the first line of the letter
    address
   When an attention line is used, the
    salutation is always:
     Ladies and Gentlemen
Subject line
   Draws the reader’s attention to the
    main subject of the letter
   Typed in ALL CAPS a double space
    below the salutation at the left margin
   Followed by a DS
   If the paragraphs are indented, the
    subject line indents just like the
    paragraphs
Company Name in Closing
   Typed a DS below the closing in ALL
    CAPS and followed by a QS
Enclosure/Attachment Notation
   Used when an item is being either
    enclosed with or attached to a letter
   Typed a DS below the writer’s typed
    name in PBL or reference initials in BL
Copy Notation
   Used to show that a copy of a letter has
    been received by someone other than the
    addressee
   Typed a DS below the Enclosure/Attachment
    notation if present or a DS below the writer’s
    typed name (PBL) or reference initials (BL) if
    there is no Enclosure/Attachment notation
  c Carol Mann
Postscript
   Used to add an additional thought to a letter
   Typed a DS below the last letter part typed
   Formatted like the paragraphs in the letter
Note: With the use of computers, postscripts
 are rarely used because the information can be
 inserted into the body of the letter
Note:
The Auto Text feature of your software
 can also be used to insert all of the
 special letter parts except a postscript
      Second-Page Headings

Single Line Heading




Multiple-Line Heading
               Envelopes
Two common sizes
   No. 10 – long business style
   No 6¾ - used for personal
    correspondence and billings
Return address is
   preprinted in upper left corner or
   typed .5 from left & top edge
Mailing address
   2” down
   4” from left edge for #10 envelope
   2.5” from left edge for small envelope
Mailing notations
   Indicate special postal instructions
    • SPECIAL DELIVERY
    • OVERNIGHT
     • HANDLE WITH CARE (etc.)
   typed a DS below the stamp at the
    right edge
   may also be typed a DS below the date
    in the letter
Addressee or Handling notation
   special instructions for person receiving
    the letter
       – CONFIDENTIAL
       – PERSONAL
       – HOLD FOR ARRIVAL
       – ETC.
   Typed only on the envelope a DS below
    the return address at the LM
Envelope Setup
 Set TM for .5 & LM for .5
 Change orientation to Landscape
 Begin return address at the LM and on line 1
 Begin the mailing address for a #10 envelope
  “at 2” down and 4 inches over
 Begin the mailing address for a small envelope
  at 2” down and 2.5 inches over
Sample Letters shown in
Obj 5.03 Word Document

								
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