Business Letters

Business Letters Mr. Blaugrund

Why do you need to write business letters? • The key to communication • Business to Business • Individual to Business • Business to Individual • Accomplish a goal • Earn a business’ respect • Get what you want!

Reasons for writing letters • I am writing to… • inquire about … • apologize for … • ask you to… • ask you if…

Reasons for writing letters Requests • Could you possibly… • I would be grateful if you could…

Reasons for writing letters Agreeing to Requests • I would be delighted to …

Reasons for writing letters Giving Bad News • Unfortunately … • I am afraid that …

Step 1 – Letterhead orTyped Heading Company Letterhead TYPED HEADING Consists of a typed return address/email/phone Should also include the name of the sender Times New Roman, 12 pt. Single spacing Use a 1 inch top margin and 1 inch side margins • Includes logo, slogan, or other identifying items • Address, phone number, and other contact information • Use a 2 inch top margin and 1 inch side margins

Step 1 - Typed Heading • Type your name and press Enter • Type your address below (Notice the format of the address. You should ALWAYS format addresses like this.) • Press Enter twice Fred Smith¶ Canyon High School¶ 19300 W. Nadal St. ¶ Canyon Country, CA 91351¶ 98549659@hart.k12.ca.us¶ (661) 252-6110¶ ¶

Step 2 - Date • Type today’s date • Then press Enter four times Fred Smith¶ Canyon High School¶ 19300 W. Nadal St. ¶ Canyon Country, CA 91351¶ 98549659@hart.k12.ca.us (661) 252-6110¶ ¶ February 20, 2014 ¶ ¶ ¶ ¶

Step 3 – Inside Address • Inside Address is whom the letter is TO • Type the name and address of the person the letter is to • Include formal title, position and company name • Press Enter twice February 20, 2014 ¶ ¶ ¶ ¶ Mr. Pete Schmenderman¶ Sales Manager ¶ Top-Notch Skateboards ¶ 456 Sacramitlo Ln.¶ Rockville, IL 63831¶ ¶

Step 4 – Salutation or Greeting • After the Inside Address and a double space • Type the Salutation or Greeting • Press Enter twice Mr. Pete Schmenderman¶ Sales Manager ¶ Top-Notch Skateboards ¶ 456 Sacramitlo Ln.¶ Rockville, IL 63831¶ ¶ Dear Mr. Schmenderman:¶ ¶

Step 5 - Body • After the Salutation and a double space • Type the body of the letter • Paragraph one: introduce yourself • Paragraph two: demonstrate knowledge of the industry/company and make your request • Paragraph three: Conclude and show appreciation • Press enter twice between paragraphs • Press enter twice at the end Dear Mr. Schmenderman:¶ ¶ I am a student at Canyon High School who is….¶ ¶ Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶ ¶ Thank you so much for… ¶ ¶

First Body Paragraph • The first paragraph of a typical business letter is used to state the main point of the letter. • Begin with a friendly opening; then quickly transition into the purpose of the letter. • Use a couple of sentences to explain the purpose, but do not go into detail until the next paragraph.

Second Body Paragraph • Beginning with the second paragraph, state the supporting details to justify your purpose. This is where you demonstrate that you have done some research about where you’re writing. • This paragraph may take the form of backgroundinformation, questions, a request, and/or your reasons for asking the questions. • This paragraph should be enough to ask your question(s) and explain why your are asking the question and how the answer will help you.

Third Body Paragraph • Finally, in the closing paragraph, briefly restate your purpose and why it is important. • If the purpose of your letter is applying to a school or for a scholarship, consider ending your letter with your contact information. • However, if the purpose is informational, think about closing with gratitude for the reader’s time.

Dear Mr. Schmenderman:¶ ¶ I am a student at Canyon High School who is…¶ ¶ Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶ ¶ Thank you so much for… ¶ ¶

Part 6 – Complimentary Close • Type the Complimentary Closing • Press Enter four times Thank you so much for…¶ ¶ Yours Sincerely, ¶ ¶ ¶ ¶

Part 7 – Writer’s Identification • Make sure there are four spaces after the Complimentary Close • Sign your name in black ink and add one space • Type the Writer’s Identification including position • Make sure your letter sits in the middle of the page. Yours sincerely, ¶ ¶ ¶ ¶ Fred Smith (black ink signature)¶ Fred Smith Student¶ Canyon High School

Review • Typed heading • Two spaces • Date • Four spaces • Inside address • Two spaces Fred Smith¶ Canyon High School¶ 19300 W. Nadal St. ¶ Canyon Country, CA 91351¶ 98549659@hart.k12.ca.us (661) 252-6110¶ ¶ February 20, 2014 ¶ ¶ ¶ ¶ Mr. Pete Schmenderman Sales Manager Top-Notch Skateboards 456 Sacramitlo Ln. Rockville, IL 63831¶ ¶

Review • Salutation • Two spaces • Body Paragraph 1 • Two spaces • Body Paragraph 2 • Two spaces • Body Paragraph 3 • Two spaces Dear Mr. Schmenderman:¶ ¶ I am a student at Canyon High School who is….¶ ¶ Top-Notch skateboards have led the industry since 1995…I would really appreciate it if….¶ ¶ Thank you so much for… ¶ ¶

Review • Complimentary Close • Four spaces • Writers Signature • Writers Identification Yours Sincerely, ¶ ¶ ¶ ¶ Fred Smith (black ink signature) Fred Smith Student Canyon High School

Block Style • Block Style with mixed punctuation • Block Style: • All letter parts are aligned on the left margin • Punctuation: • Colon follows the salutation • Comma follows the Complimentary close Fred Smith¶ Canyon High School¶ 19300 W. Nadal St. ¶ Canyon Country, CA 91351¶ 98549659@hart.k12.ca.us (661) 252-6110¶ ¶ February 20, 2014 ¶ ¶ ¶ ¶ Mr. Pete Schmenderman¶ Sales Manager¶ Top-Notch Skateboards¶ 456 Sacramitlo Ln.¶ Rockville, IL 63831¶ ¶ Dear Mr. Schmenderman:¶ ¶ I am a student at Canyon High School who is…. ¶ ¶ Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…. ¶ ¶ Thank you so much for… ¶ ¶ Yours Sincerely, ¶ ¶ ¶ ¶ Fred Smith (black ink signature)¶ Fred Smith¶ Student Canyon High School

DO’S AND DON’TS OF LETTER WRITING • STYLE: (sentence structure and vocabulary) • Do use plain English. • Do write in active voice and use short sentences when possible. • Do use everyday words and avoid technical jargon. • Do select the words you use very carefully. • Do use a strong organizational strategy. • Do use a reader-friendly tone. • Do use a business like, conversational tone.

DO’S AND DON’TS OF LETTER WRITING • TONE: • Don't make grammar or usage errors. • Don't use clichés or worn out phrases. • Don't use obsolete and/or pompous language because it "seems" more professional. • Don't be too familiar with your audience. Remember to keep some distance, this is a business relationship. • Don't use humor unless you know exactly what you are doing. What is funny to you might be an issue of the highest seriousness with other people. • Don't preach. If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message. • Don't brag. It’s good to be confident, but don't carry it to an excess.

Business Letters