Format for a Reference Letter - PowerPoint

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					   Business Communications



         Business Letters


Business Letter Format   Ohana Foundation
              Learning Objectives


Analyze letter content and select an
 appropriate writing strategy.
Write clear and concise letters.
Identify and use appropriate salutations
 for letters.


 Business Letter Format           Ohana Foundation
     Parts of a Business Letter

 Letterhead          Peerless Graphics
                    893 Dillingham Boulevard
                    Stony Plain, CA 95014
                                               line 12 or 2 lines below letterhead

 Dateline           September 13, 200x
                                               2 to 10 lines
 Inside             Mr. T. M. Wilson
 Address            Visual Concepts Enterprises
                    1256 Lumsden Avenue
                    Irvine, CA 92222
                                               1 blank line
 Salutation          Dear Mr. Wilson:

Business Letter Format                                             Ohana Foundation
     Parts of a Business Letter
                                 (continued)


                                               1 blank line
 Subject Line            SUBJECT: BLOCK LETTER STYLE
                                               1 blank line
 Body                    This letter illustrates block letter style, about
                         which you asked. All typed lines begin at the left
                         margin. The date is usually placed two inches
                         from the top edge of the paper or two lines below
                         the last line of the letterhead, whichever position
                         is lower.
                         In modified block style, the dateline and closing
                         lines are started at the center instead of at the
                         left margin.

Business Letter Format                                         Ohana Foundation
     Parts of a Business Letter
                                 (continued)



                         If a subject line is included, it appears two lines
                         below the salutation. The word SUBJECT is
                         optional. Most readers will recognize a statement
                         in this position as the subject without an
                         identifying label. The complimentary close
                         appears two lines below the end of the last
                         paragraph.
                                               1 blank line
 Complimentary Sincerely,
 Close                                          3 blank lines




Business Letter Format                                          Ohana Foundation
     Parts of a Business Letter
                               (continued)



 Signature               Mark H. Wong
 Block                   Graphics Designer
                                             1 blank line
 Reference               MHW:pil
 Initials




Business Letter Format                                      Ohana Foundation
Letter Salutations

Use individual’s name whenever possible.

 When no name is available, use the simplified
  letter style, omitting a salutation.

 When no name is available and you cannot use
  simplified style, rely on Ladies and Gentlemen
  or Madams and Sirs.

 Business Letter Format                Ohana Foundation
Writing Plan for an Information
           Request
 Opening:                Ask the most important
                          question first or express a
                          polite command.
 Body:                   Explain the request logically
                          and courteously. Ask other
                          questions if necessary.
 Closing:                Request a specific action with an
                          end date, if appropriate, and
                          show appreciation in advance.

 Business Letter Format                          Ohana Foundation
Improving Openers for Routine
       Request Letters
Weak:
     I’ve been given the task of locating a convention
     site for my company’s meeting. I’ve checked a
     number of places, and your hotel looks possible.
Improved:
     Will you please answer the following questions
     regarding possible accommodations at the
     Fairmont for a conference in May.

 Business Letter Format                    Ohana Foundation
Improving Openers for Routine
       Request Letters
Weak:
     While reading Forbes magazine, I noticed an
     offer of a free video describing your
     organization.
Improved:
     Please send me your free video describing your
     organization.


 Business Letter Format                  Ohana Foundation
Improving Openers for Routine
       Request Letters
Weak:
     I am conducting a training class for students of
     photography at our San Francisco training
     center, and I saw a picture that we would like to
     use in our program.
Improved:
     What is the procedure for ordering a copy of a
     photograph to be used for training purposes?

 Business Letter Format                     Ohana Foundation
Improving Closings for Routine
       Request Letters

Weak:
     Thanks for any information you provide.
Improved:
     We would appreciate receiving answers to these
     questions before April 4 so that we will have
     plenty of time to plan our conference.



 Business Letter Format                  Ohana Foundation
Improving Closings for Routine
       Request Letters

Weak:
     Hoping to hear from you at your earliest
     convenience.
Improved:
     Please send the video by August 15.


 Business Letter Format              Ohana Foundation
Improving Closings for Routine
       Request Letters

Weak:
     Thank you for your cooperation.
Improved:
     Your answer to my inquiry will help me make my
     printer choice. Thanks!



 Business Letter Format                 Ohana Foundation
       Writing Plan for an Order
               Request
 Opening:                Authorize purchase of items.
                          Suggest method of shipping.
 Body:                   List items vertically. Provide
                          quantity, order number,
                          description, and unit price.
 Closing:                Request shipment by a specific
                          date. Tell method of payment.
                          Express appreciation.

 Business Letter Format                         Ohana Foundation
 Writing Plan for Simple Claim

 Opening:                Describe clearly the desired
                          action.
 Body:                   Explain the nature of the claim.
                          Tell why the claim is justified.
                          Provide details regarding action
                          requested.
 Closing:                End pleasantly with a goodwill
                          statement. Include end dating if
                          appropriate.

 Business Letter Format                          Ohana Foundation
      Writing Plan for Granting a
                 Claim
 Subject Line
  (optional):              Identify previous correspondence.
 Opening:                 Grant request or announce adjustment
                           immediately.
 Body:                    Provide details about how you are
                           complying with the request. Try to regain
                           the reader’s confidence. Include resale or
                           sales promotion if appropriate.
 Closing:                 End positively with forward-looking
                           thought. Express confidence in future
                           business dealings.

  Business Letter Format                                 Ohana Foundation
        Business Letter Format




            Good luck with
             letter writing!
Business Letter Format     Ohana Foundation

				
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Description: Format for a Reference Letter document sample