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Creating a Business Letter with a Letterhead and Table

Creating a Business Letter with a Letterhead and Table. Chapter 3. Introduction. In a business environment, people use documents to communicate with others Business documents can include: … letters …memos …news letters …proposal …resumes

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Creating a Business Letter with a Letterhead and Table

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  1. Creating a Business Letter with a Letterhead and Table Chapter 3

  2. Introduction • In a business environment, people use documents to communicate with others • Business documents can include: • … letters • …memos • …news letters • …proposal • …resumes • An effective business document clearly and concisely conveys its message and has a professional, organized appearance

  3. General Project Guidelines • … determin how to create a letterhead • A …is the section of a letter that identifies an organization or individual • Letterhead appears at the top of a letter • You can design and print a letterhead yourself, many businesses pay an outside firm to design and print their letterhead • Print on higher-quality paper

  4. General Project Guidelines • …if you don’t have preprinted letterhaed paper, design a creative letterhead • Use text, graphics, formats, and colors that reflects the organization or individual • Include the following: • Organization’s or individual’s name • Postal mailing address • Telephone number • E-mail and Web address (may include)

  5. General Project Guidelines • …compose an effective business letter • A finished business letter should look like a symmetrically framed picture with: • Evenly spaced margins • All balanced below and attractive letterhead • The letter should be: • Well-written • Properly formatted • Logically organized • Use visuals where appropriate

  6. General Project Guidelines • The content of a letter should contain: • … proper grammar • …correct spelling • …logically constructed sentence • …flowing para. • …sound ideas • Keep the length of a business letter to one page • Be sure to proofread the finished letter carefully

  7. Design a creative letterhead • … a letterhead often is the first section a reader notices on a letter • It is important the letterhead appropriately reflect the essence of the business or individual • …formal • …technical • …creative • The letterhead should leave ample room for the contents of the letters

  8. Design a creative letterhead • …contents of letterhead • Complete legal name of the individual, group, or company • Complete mailing address: street address including building, room, suite number, or post office box, along with city, state, and postal code • Telephone number(s) and fax number, if one exists • Also include a Web address, an e-mail address, and a logo or other image • Image • Select one that expresses your personality or goals

  9. Design a creative letterhead • …placement of elements in the letterhead • Many letterheads center their elements across the top of the page • Others align some or all of the elements with the left or right margins • Sometimes, the elements are split between the top and bottom of the page • Name and logo may be at the top of the page • Address at the bottom of the page

  10. Design a creative letterhead • …appearance of letterhead elements • Use fonts that are easy to read • Give the organization or individual name impact by making its font size larger the rests of the text in the letterhead • Additional emphasis • …bold • …italic • …diff. color • Colors • …that complement each other • …convey the goals of the organization or individual

  11. Text Wrapping Options • … in line with text • Object positioned according to paragraph formatting • … square • Text wraps around object, with text forming a box around the object • … tight • Text wraps around object, with text forming to shape the object • … through • Object appears at beginning, middle, or end of text. Moving objects change location of text • … top and bottom • Object appears above or below text. Moving object changes location of text. • … behind • Object appears behind text • … in front • Object appears in front of text any may cover the text

  12. AutoFormat As Your Type Option

  13. AutoFormat As Your Type Option

  14. AutoFormat As Your Type Option

  15. Creating a Business Letter • … compose an effective business letter • When composing a business letter, you need to be sure to include all essential elements and to decide which letter style to use • …include all essential letter elements properly spaced and sized • All business letters contain the same basic elements • …date line • …inside adress • …message • …signature block • Does not include a letterhead, then the top of the letter should include return address information in a heading

  16. Creating a Business Letter • …proper spacing and formats • …use a font that is easy to read • Size between 8 and 12 point • … add emphasise • Bold • Italic • Bullets where appropriate • Use …to present numeric information • …single spaced paragraph • … double spacing between paragraphs

  17. Creating a Business Letter • … determine what letter style to use • You can follow many different styles when creating business letters • A letter style specifies guidelines for the alignment and spacing of elements in the business letter

  18. Include all essential letter elements • … date line • Which consists of the month, day, and year • Positioned two to six lines below the letterhead • … inside address • Place three to eight lines below the date line • Usually contains the addressee’s courtesy title plus full name, job title, business affiliation, and full geographical address

  19. Include all essential letter elements • … salutation • Begins two lines below the last line of the inside address • If you do not know the recipient’s name, avoid using the salutation… • “To whom it may concern” ---impersonal • Use the recipient’s title in the salutation • Dear Personnel Director • In a business letter • Use a colon (:) • In a personal letter • Use a comma

  20. Include all essential letter elements • … message • Body of the letter • Begins two lines below the salutation • Within the message • Paragraphs are single-spaced with one blank line between paragraphs • … complimentary close • Two lines below the last line of the message • Capitalize only the first word in a complimentary close • … signature block • At least four blank lines below the complimentary close • Allowing room for the author to sign his or her name

  21. Letter Styles • … block letter • All components of the letter begin flush with the left margin • … modified block letter • The date, complimentary close, and signature block are positioned approximately one-half inch to the right of center or the right margin • All other components of the letter begin flush with the left margin • … modified semi-block letter • The date, complimentary close, and signature blocks are centered, positioned approximately one-half inch to the right of center or at the right margin • The first line of each paragraph in the body of the letter is indented one-half to one inch from the left margin • All other components of the letter begin flush with the left margin

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