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Business Correspondence

Business Correspondence. Write a letter that will actually get read!. Different Styles in a Letter. Letter Styles Block style - all lines begin at left margin Modified block style- date, complimentary close and signature lines begin at horizontal center Punctuation Styles

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Business Correspondence

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  1. Business Correspondence Write a letter that will actually get read!

  2. Different Styles in a Letter • Letter Styles • Block style-all lines begin at left margin • Modified block style-date, complimentary close and signature lines begin at horizontal center • Punctuation Styles • Open-no colon after the salutation and no comma after closing • Mixed-a colon after the salutation and a comma after the closing

  3. Different Styles in a Letter • Paragraph Styles • Block-all paragraphs begin at the left margin • Indented-each paragraph is indented 5 spaces

  4. Parts of a Letter • Dateline • Inside address (address of the receiver) • Salutation (Greeting--Dear Mr. Jones:) • Body • Complimentary close (Closing--Sincerely yours,) • Signature lines • Signature block-business letter • Writer’s name and title • Return address-personal business letter • Writer’s name and mailing address • Special notations • Reference initials (initials of typist used in business letters only) • Enclosure notation (show something included with letter) • Copy notation (list name(s) of persons receiving letter also)

  5. Proper Spacing of a Letter • Center the page vertically • QS after the dateline • DS after the inside address • DS after the salutation • SS the paragraphs in the body • DS between paragraphs • QS after the complimentary close • SS the lines in the signature block or return address • DS after the signature block • DS after special notations if included

  6. Letter Styles & Formats Personal Business Letter

  7. Personal Business Letter Format • Block style • Open punctuation • Block paragraphs • Return address • Enclosure notation • Included if sending something with the letter

  8. Center page vertically Page Layout -> Page Setup -> Layout -> Page Vertical Alignment -> Center Type dateline Month, Day, Year format Enter 4 times after Type inside address SS address lines Enter twice after Type salutation Followed by a colon Enter twice after Type body of letter Block paragraph format Personal Business Letter Example November 4, 2005 Mr. John Doe, Director Super Computer Company 9365 Employer Lane Walla Walla, WA 98789 Dear Mr. Doe: Type Paragraphs. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap.

  9. DS after last paragraph Type complimentary close followed by a comma Sincerely, Enter 4 times after Type return address SS address lines Enter twice after Type special notations if needed Enclosure Copy Personal Business Letter Example Type body. Paragraphs are blocked at left margin and single spaced with a DS between. Let lines word wrap. Sincerely, Sammy Student 12343 Student Avenue Genius, KS 63455 Enclosure c Carolyn Counselor

  10. Letter of Appreciation Thank You Letter to Your Mentor

  11. Exit ProjectThank You Letter to Mentor • Purpose • Show appreciation to mentor for helping you with exit project. • Give insight to you as a person • List your goals you want to accomplish in the exit project • Format • Write it in formal personal business letter format • Proofread very carefully-errors make the wrong impression • Submit by deadline (check deadline date list)

  12. Introduction • The opening paragraph should convey appreciation • Thank you for . . . . • Why you appreciate it Example: Thank you for agreeing to be my mentor. Your expertise in (??) will help me tremendously with my (exit project ??).

  13. Body • The middle paragraph should contain explanatory comments • What you hope to accomplish or gain by completing your exit project • Personal growth or interest • Career preparation Example: I have always been interested in (??). I like to (??). This exit project will allow me to (??).

  14. Conclusion • The final paragraph should be a courteous closing • Example: Your leadership and support as my mentor will . . .(insert phrase). I appreciate all your time and assistance as I complete my exit project. AND/OR The exit presentation will be given on March 16, 2012. I will contact you with my exact presentation time.

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