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Letter Format PowerPoint Presentation
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Letter Format

Letter Format

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Letter Format

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Presentation Transcript

    1. Letter Format General 1 to 1-1/2 inch margins Centered on page Single-spacing within paragraphs Double-spacing between paragraphs and sections Quality paper Full block style (every line flush with left margin)

    2. Writers Address or Letterhead Type address with no name Official company letterhead

    3. Date Spell out month and use complete numerals for the year (not 9/27/11) Examples September 27, 2011

    4. Inside Address Recipients name, title, and address Use appropriate title, department, or company name if necessary Examples: Director of Human Resources, Human Resources Department, H & H Manufacturing

    5. Salutation Dear _________: Use title, department, or company name if necessary Avoid anonymous and sexist greetings (To Whom It May Concern, Dear Sirs, Dear Sir/Madam)

    6. Complimentary Close Use traditional closing followed by a comma Example: Sincerely,

    7. Signature/Name Triple or quadruple space after the complimentary close and type your name Place comma between your typed name and title or place title underneath name Sign your name between the closing and your typed name using black or blue ink

    8. Typists Initials Your initials/typist initials GB/pw

    9. Enclosure Line If you are sending another item with the letter, include Enclosure, Enclosures, Enclosures (3), or Enclosure: Receipt NOTE: Also mention enclosure in the body of the letter

    10. Copy Notation Use when a copy or copies of letter are being distributed to another reader or readers cc: Name(s), title(s) (appears on all copies of letter) bcc: Name(s), title(s) (appears only on blind copy)

    11. Content Brief introductory paragraph that establishes context and states the letters purpose concisely. Middle paragraph(s) that convey the content of the message. Brief concluding paragraph that politely requests action, thanks the reader, or provides additional relevant information.

    12. Organization Two approaches Traditional, Direct Approach Indirect Approach

    13. Direct Approach Anticipates no resistance to message Communicates good news, straightforward information, requests likely to be granted Begins with an up-front statement of purpose

    14. Indirect Approach Anticipates resistance to message Communicates bad news of some type Begins with a buffermaterial designed to win trust and goodwill; postpones the bad news or negative message

    15. Buffers Agreement Appreciation Cooperation Fairness Good News Praise Understanding

    16. E-mail Use How many use it regularly? Why or when do you use it?

    17. Advantages of E-mail Quick sending and replying Inexpensive Embedded internet addresses Attached files Easy distribution of copies

    18. Potential Disadvantages Overuse Sloppy Habits Difficulty of Retrieval Security Concerns Less permanent paper trail

    19. Limitations of E-mail E-mail in the workplace is generally not used for extremely important or formal messages or for personal use. Instead, use e-mail for routine communication

    20. Format Modification of traditional memo: From, Date, To, Subject, CC Organize each e-mail the same way you would a letter. Use paragraph breaks if needed Include salutation if desirable and signature block

    21. Guidelines for E-mail Avoid using fancy formatting (italics, boldface, tab spacing, and so forth) Check your message for spelling and grammar before you send it. DONT WRITE IN ALL CAPITAL LETTERS. DOING SO IS OFTEN VIEWED AS SHOUTING AND ALL CAPS IS HARD TO READ.

    22. Follow your companys guidelines for using e-mail. Avoid spamming and flaming. Be brief. Follow-up.