How to Properly Format Business and Friendly Letters by vww89216

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									How to Properly Format
 Business and Friendly
        Letters
             Friendly Letters
 First, insert the DATE
 Ex. October 18, 2007


   ENTER 4 TIMES.
                   Inside Address
   Next, insert the inside address.

   Example:
     Mom and      Dad
        2230 Pebble Drive
        Alabaster, AL 35007

       ENTER 2 TIMES
           Salutation/Greeting
 Next, insert the salutation/greeting.
 Example:
     “Dear Mom   and Dad,”

     ENTER 2   TIMES
                        Body
 Insert the body.
 Example:
    “        College is so much fun! This week I met
      lots of new people. Classes are hard and
      challenging, but I am getting through them just
      fine. I have a lot of tests this upcoming week, so
      I will spend a lot of this week at the library.
      How is everything at home?”
     ENTER 2 TIMES.
                          Body, cont.
   Enter 2 times between paragraphs.
   Example:
       “…How is everything at home?

         “         I went to a football game on Saturday. It was
             so much fun, but the student section was really loud
             and noisy. I went out to eat afterwards with some
             friends, and we went to this great Mexican
             restaurant. I hope you can come see me soon, and I
             can show you the sights of the town.”
                     Body, cont.
 Enter 2 times again before the closing
  paragraph.
 Example:
     “…the sights   of town.

           Thanks again for the money you sent last
     week. See you at Thanksgiving!”

    ENTER 2 TIMES.
                      Closing
   After entering twice, insert the closing.

   Example:
     “With Love,”


     ENTER 4   TIMES!!!!!
         Name & Address of Writer
 After entering 4 times, insert the name and
  address of the writer.
 Example:
     Todd Jones
     P.O. Box 3511
     Knoxville, TN 36211
And your friendly letter is done!!!!
Friendly Letter Assignment
   You are writing one of your good friends that lives in
    another state.
   In 3 paragraphs, tell them about your life. Current
    interests, hobbies, activities, likes, dislikes, etc. and
    ask them questions so that they can write you back.
   Be sure to use the correct formatting we just
    discussed. Use your example for help!!
   When you are finished, SAVE!!!!
                Business Letters
 Start the letter with the date at the top.
 Example:
     October 18,   2007.

     ENTER 4   TIMES!!!!
                  Inside Address
   Next, insert the inside address.

   Example:
     Mr. John    Smith
        34 West Street
        New York, NY 10021

       ENTER 2 TIMES
              Salutation/Greeting
 Next, insert the salutation/greeting.
 Example:
     “Dear Mr.  Smith:”
     What’s the difference between the friendly letter
      salutation/greeting and the business letter
      salutation/greeting??

     ENTER 2     TIMES
                      Body
 Insert the body.
 Example:
           you for your inquiry regarding
     “Thank
     employment with our firm.”

     ENTER 2   TIMES.
                  Body, cont.
   “We will retain your resume in our files in
    the event that an opening occurs in your
    field. Your interest in our organization is
    very much appreciated. We hope to be able
    to offer you a position at another time, and
    we are returning your paperwork to you.”

   Enter 2 times between paragraphs.
                     Closing
   “Sincerely,”

   Enter 4 times.
              Name & Title of Writer
   Example:
          B. Rein
     Carol
     Personnel Manager

    Enter 2 times.
         Reference Initials of Writer
   Example:
     “CBR”


     Enter 2   times.
                 Enclosure
 The enclosure is optional.
 You would only write “enclosure” if there is
  a document enclosed with the letter.
         Differences between letters
   Differences:
     The  language used in the body.
     The comma or the colon after the
      salutation/greeting.
     Indention at the beginning of the paragraph.
     Ending of the letter—address in friendly letter,
      reference initials, name & title, enclosure in the
      business letter
                 Similarities
 Spacing
 Most of the same parts of the letter
     Friendly Letter or Business Letter?
   Dear Johnny,

   Friendly Letter
     Friendly Letter or Business Letter?
   John R. Smith
    Vice President

•   Business Letter
     Friendly Letter or Business Letter?
   “ We are not going to the park this
    weekend because John is sick. Next
    weekend we will plan another trip.”

   Friendly letter
     Friendly Letter or Business Letter?
   Sincerely,


    John Smith
    Manager

    JRS

o   Business Letter
    Friendly Letter or Business Letter?
“We have been working around the clock to try to
 improve your company. We have been creating
 multiple spreadsheets for your accounts…”



•   Business Letter
     Friendly Letter or Business Letter?
   John R. Smith

    JRS

    Enclosure

•   Business Letter
     Friendly Letter or Business Letter?
   “Dear Mr. Smith:”

   Business Letter
     Friendly Letter or Business Letter?
   Sincerely,




    John Smith
    1237 Treemont Way
    New York, NY 10023

•   Friendly Letter
           Definitions to know!
 Salutation
   greeting
              Definitions to know!
   Inside Address
     This  includes the name and address of the
      business or person to whom the letter is being
      sent.
              Definitions to know!
   Complimentary Closing
     Phrase like   Yours truly, or Sincerely,
    The END of Business & Friendly letters!!!!

 Be sure that you can recognize the difference
  between the two types of letters!!!
 You should be able to label the parts of each
  letter.
                       Memos
   A memo is a business document that is used to
    correspond INTERNALLY within an
    organization.
   They are short and are written to get someone to
    do something or inform them about important
    information.
   Tend to be less formal than letters and reports—
    may be written in conversational voice
   When printed, memos are initialed with black or
    blue ink by the sender next to the sender’s typed
    name.
             Memos, cont.
 The easiest way to type a memo is to use
  the templates on Microsoft Word.
 H:\BTA\To find a memo template.doc
             Memo Example
   ..\Word It!\COUNCIL.doc
                Definitions to know!
   RE from a memo
     “In   reference to” or “subject”
             Definitions to know!
   CC from a memo
     Courtesy copy
           Memo Assignment
   TYPE THESE TWO MEMOS:
   You are a CEO of a big company. Lately, a lot of
    your employees have been showing up late to
    work. Write a memo to your employees
    addressing the issue and how it affects your
    company and your customers.
   You are Mr. Thomas. Write to the teachers at
    THS telling them how they can make Thompson
    High School a better place for students (you can
    be creative with this one! It doesn’t necessarily
    need to be realistic).

								
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