Docstoc

Writing Business Letters with Enclosures

Document Sample
Writing Business Letters with Enclosures Powered By Docstoc
					Writing Letters




   Literature 8 -- Mrs. Munnier   1
Letters…
   Letters can be long or short,
    serious or not-so-serious;
   Letters can explain an idea, tell a
    story, ask a favor, or extend a
    courtesy.
   Letter-writing is like riding a bike –
    at first you will feel shaky, but
    soon, if you practice, you’ll be
    traveling along by yourself!
        Literature 8 -- Mrs. Munnier         2
Topics of Discussion
   Friendly letters;
   Business letters;
   Postcards;
   Invitations;
   Memos;
   Letters for when you want to help, saying
    thank you, when you’re sorry, when you
    want to complain; and
   Addressing envelopes.

         Literature 8 -- Mrs. Munnier       3
Friendly Letters
   Friendly letters are the kind you
    write to someone you know well,
    such as a friend or relative. They
    are a great way to stay in touch
    with friends who have moved or
    with family members who live far
    away. The tone of a friendly letter
    is usually informal.


        Literature 8 -- Mrs. Munnier      4
Business Letters
   Business letters look and sound different
    from friendly letters. They are more
    serious, and are often written to
    companies, organizations, or individuals
    to ask for information, to complain, or to
    praise a job well done. You should keep
    copies of the business letters you send
    so that you can remember what you said
    in the letter, and you can send another
    copy if your letter gets lost.


         Literature 8 -- Mrs. Munnier        5
Postcards
   Postcards cost less to send than letters
    in some countries. If you are sending
    many correspondences at one time, you
    could save some money.
   Although the tone used in postcards is
    usually quite informal, it is important not
    to write anything on a postcard that you
    would not put on a billboard – the
    content of the correspondence is not
    private!


         Literature 8 -- Mrs. Munnier             6
Invitations
   Invitations are correspondences
    that you send when you’re asking
    someone (or a group, such as a
    family) to an event of some kind.
   The tone of some invitations is
    formal; other invitations are written
    very informally – it usually depends
    on the event.


        Literature 8 -- Mrs. Munnier    7
Memos
   Memos bring attention to problems and
    solve problems;
   They inform the reader about new
    information in hopes that the reader will
    take some kind of action;
   The tone of a memo can be formal or
    informal;
   Memos are most effective when sent to
    small or moderate groups of people.


         Literature 8 -- Mrs. Munnier           8
“When You Want to
Help” Letter
   Some people send sympathy cards to
    survivors when someone dies; however,
   After someone dies – a relative, a friend
    of the family, even a pet – a letter of
    condolence, sharing another person’s
    sorrow, can be a great comfort.
   The tone can be formal or informal – it
    depends on your relationship to
    whomever you are writing.


         Literature 8 -- Mrs. Munnier           9
“Thank You” Letters
   Thank you letters, in particular, seem to
    be a lost art. They don’t take long to
    write, and the recipient of the letter will
    think highly of you for having taken the
    time to write it.
   You may write a thank you letter to thank
    someone for a gift; however, you can
    also write to thank someone for a
    kindness of some kind. For example,
    “Thank you for standing up for me like
    that. I’ll never forget what you did.”

         Literature 8 -- Mrs. Munnier        10
Apology Letters
   An apology letter can help you say
    you’re sorry, and that you care about the
    person you have hurt by your actions or
    words, even if it was something you
    couldn’t help.
    Although the tone of an apology letter
    can be very formal or quite informal, it is
    important to keep the tone serious so
    that the recipient of your letter will know
    that you are sincere.

         Literature 8 -- Mrs. Munnier         11
Letter of Complaint
   Letters of complaint are usually formal
    letters.
   Stick to the facts. State what your
    expectations were before the complaint,
    state what went wrong, and then state
    what your expectations are – what will it
    take to resolve the problem.
   Be polite – choose your words and tone
    carefully. Resist the urge to use
    sarcasm or harsh language.

         Literature 8 -- Mrs. Munnier       12
           Let’s Have Fun With
           This…
   I am going to give each of you a fictitious scenario. Do
    not write on these, please do not bend or fold them.

   Copy this scenario, word for word, on a piece of paper
    and keep it in your language arts notebook. You will
    refer to it later. Write down the number on the scenario
    in your notebook also.

   Remember to SINGLE SPACE everything and ALL
    LINES are to be even with the left margin. This is called
    BLOCK FORMAT. Use a standard 12 point font.

   l
`



                    Literature 8 -- Mrs. Munnier                13
The Date
   The date is used to indicate the
    date the letter is being written.
    You may wish to use the European
    format (12 June 2010) or the
    American format (June 12, 2010).
   The date should be at the left
    margin, about two inches from the
    top of the page.


        Literature 8 -- Mrs. Munnier   14
Inside Address, Part 1
   It is always best to write to a specific
    individual at the place 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 Dr., Mrs., Ms., Mr. If you
    are unsure of a woman’s personal title,
    use Ms.



         Literature 8 -- Mrs. Munnier           15
Inside Address, Part 2
   ON THE SAME LINE AS THE
    SENDER’S NAME –
   Place a comma after the name and
    then his or her title.
   Here’s an example:
       Mrs. Susan Munnier, Teacher




         Literature 8 -- Mrs. Munnier   16
Inside Address, Part 3
   Directly below the recipient’s name and
    title, put the name of the company.
    Then, directly beneath that, put his or her
    street address, and on the line directly
    beneath the street address, put the city,
    state, and zip code.
   Here’s an example:
      Mr. Ernie English, Manager

      Authors, Inc.

      1234 Writing Lab Lane

      Write City, IN 12345


         Literature 8 -- Mrs. Munnier        17
Zip Code

   Sometimes local zip codes
    (particularly those within your
    county) can be found in phone
    books.
   http://zipcode.com is also a quick
    and easy way to find the zip code
    you’re looking for.



        Literature 8 -- Mrs. Munnier     18
Salutation
   “Salutation” means a greeting of
    some kind.
   The salutation is one space below
    recipient’s address, at the left
    margin.
   You will need to use the recipient’s
    title and last name, then a colon.
   Example: Dear Mr. Green:

        Literature 8 -- Mrs. Munnier   19
First Paragraph
   State your name and relationship to the
    business.
   Example: My name is Susie Singleton,
    and my daughter Erin currently plays for
    Craven’s Crazy Softball League.
   Use a sentence or two to explain your
    purpose, but do not go into detail.
   Example: My husband and I are
    unhappy about a situation we have
    encountered in your softball league.

         Literature 8 -- Mrs. Munnier      20
Second Paragraph
   State the supporting details to explain
    why you are writing the letter. Keep it
    brief, keep it factual, and keep it polite.
   Example:
   Erin plays first base and pitcher for
    Crazy Craven. She returned from
    yesterday’s game with her jersey number
    tattooed on her pitching arm. We believe
    this is inappropriate and extends beyond
    the barriers of a coach/player
    relationship.

         Literature 8 -- Mrs. Munnier        21
Third Paragraph
   Briefly explain what the recipient can do
    to make the situation right.
   Example: We believe that Craven’s
    Crazy Softball League should pay for the
    cosmetic surgery to remove the tattooed
    jersey number from our daughter’s arm,
    as well as travel and lodging expenses
    associated with this procedure. We
    hope to hear from you within a week
    regarding this matter.

         Literature 8 -- Mrs. Munnier      22
Closing
   Since you are writing a formal business
    letter, you will put a formal closing. Note
    that a comma follows the closing and
    only the first word of the closing is
    capitalized.
   Examples:
   Very truly yours,
   Yours truly,
   Cordially,


         Literature 8 -- Mrs. Munnier         23
Signature
   After the closing, leave four lines.
    Then you will type or write the
    sender’s name for a signature.
    The reason you are leaving so
    many lines is to leave space for the
    writer of the letter to sign his or her
    name.



        Literature 8 -- Mrs. Munnier     24
After the signature…
   After your typewritten name, return to the
    left margin, and type your street address.
    Return to the left margin again and type
    in your city, state, and zip code. It
    should look like this:
   Yours truly,


   Janis Joplin
   115 Bentley Road
   Vincennes, IN 47591

         Literature 8 -- Mrs. Munnier       25
Enclosures
   An enclosure is something you include in
    the envelope with the letter. For
    example, if you are writing to Craven’s
    Crazy Softball league about your
    daughter’s having come home with a
    tattoo, you might enclose a picture of the
    tattoo. If you are sending an enclosure,
    you indicate this by typing Enclosure one
    line below the closing.



         Literature 8 -- Mrs. Munnier       26
Addressing an Envelope
   Write your return address in the upper
    left-hand corner of the envelope;
   Center the person’s name in the center
    of the envelope.
   Below the recipient’s name, center
    his/her street address.
   Below the street address, add the city,
    state, and zip code.
   Put a stamp in the upper right-hand
    corner.

         Literature 8 -- Mrs. Munnier         27
Thanks for your
attention!
       




   Literature 8 -- Mrs. Munnier   28

				
DOCUMENT INFO
Description: Writing Business Letters with Enclosures document sample