Letters and Forms

1. Letters and Forms

2. Appearance of a Business Letter • Plain, unlined 8 ½ ” by 11” paper • Use TNR 12 pt • Type single-spaced text; double-space between sections and between paragraphs; quadruple space after closing • Set left and right margins at 1 ¼” • Center letter on page with equal margins • Use one side of paper • NO ERRORS!

3. Parts of a Business Letter • Heading: return address & date • Inside address: name, position and company, & address of person receiving letter • Salutation: Dear____: OR To Whom It May Concern: • Body: the message of the letter (two to four paragraphs) • Closing: Sincerely, quadruple space • Signature: Typed name & title (2 lines)

4. Guidelines for the Contents • Be polite and respectful • Use formal, standard English • Explain purpose quickly and clearly • Include all necessary information—see for each individual letter (why you wrote and what you are asking)

5. Types of Business Letters

6. Request or order: • State the request (well in advance) and include a SASE • If ordering, include all important information. Give the size, color, brand name, cost, or any other specific information.

7. Appreciation or Commendation Express appreciation for a person, group, or organization, product or service Be specific

8. Appreciation or Commendation To whom are you writing? How do you know this person? What did he/she do? BE SPECIFIC. How did that action or actions help? BE SPECIFIC.

9. Letter of Appreciation 111 Main Street Anniston, Alabama 36201 November 8, 2004 Mr. John Doe Manager, Books-A-Million 2005 Quintard Avenue Oxford, Alabama 36203 Dear Mr. Doe: Introductory paragraph. Mention association with addressee. Second paragraph. Remind person of what he/she did to help. Explain the position consequences of his/her aid. Concluding paragraph. Thank person. Closing Signature Name

10. Letter of Appreciation 309 Andrew Avenue Anniston, Alabama 36201 January 10, 2011 Mr. Montarius Abner Assistant Principal, Saks High School 4401 Saks Road Anniston, Alabama 36206 Dear Mr. Abner: For the past few months, I have been a middle office assistant. I have enjoyed my time working there. I would like to thank you for writing a letter of recommendation for my admittance to the University of Alabama engineering program. As a result, I have been accepted and will attend classes in the fall of 2011. I really look forward to beginning my college career in Tuscaloosa. I appreciate all that you have done to help me. Sincerely, Terrance Thompson Terrance Thompson

11. Letter of Appreciation 4401 Saks Road anniston al 36206 january 9 2004 dr harvey wingo professor jacksonville state university 153 stone street jacksonville 36265 dear dr wingo the past 3 years I have worked in conjunction with jacksonville state university on the LASTING history project the lectures which your department has present to our group have stimulated a discussion among different teachers which has improved communication between schools and grades. i would like to express my appreciation to you for serving as a reference for my recent employment application to jsu last wednesday I interviewed with dr robert garner and he offered the position contingent on approval from the board of trustees I believe that the information which you provided him regarding my volunteer activities with the university gave my application the necessary precedence over other job candidates. again thank you for taking the time to write a recommendation letter I look forward to continuing our association through LASTING and now through the university as well sincerely nancy holder

12. Letter of Appreciation 4401 Saks Road Anniston, Alabama 36206 January 9, 2004 Dr. Patricia Wingo Professor, JSU 153 Stone Street Jacksonville, Alabama 36265 Dear Dr. Wingo: For the past three years, I have been working on a Masters degree in history. During this time, you have served as the chair of my committee. I would like to express my appreciation to you for serving as a reference for my recent employment application to JSU last Wednesday. I interviewed with Dr. Robert Garner, and he offered the position to me. I believe that the information which you provided him helped seal the position. Again, thank you for taking the time to write a recommendation letter. Sincerely, Nancy Holder

13. THANK YOU LETTERS Opening address, Sentence discussing occasion. Sentence mentioning gift and how it will be used. Sentence expressing appreciation. Closing

14. Thank You Letter Dear Aunt Marge, I wanted to thank you for the graduation gift. The Lord of the Rings is my favorite movie, and I can’t wait to see the new scenes added to the DVD. Thank you for thinking of me. Love, Sally

15. Thank You Letter dear aunt marge i wanted to thank you for the graduation gift the lord of the rings is one of my favorite movies and I love the new extended edition that you gave me i cant wait to watch it and see the new scenes thank you for thinking of me love

16. Complaint or Adjustment • Promptly register the complaint • Mention specifics: why unhappy with product or service, how affected, what solution expected • Be calm and courteous

17. Complaint or Adjustment Address City, State Zip Date Person Title, Company Address City, State Zip Dear Name: Introductory paragraph. Mention association with addressee. Sincerely compliment the addressee or something he/she has done. Try to relate this to the complaint. Second paragraph. Calmly and courteously explain the circumstance or complaint that you have. Ask for the person to correct this and give them a specific thing to do. Mention how the change will help HIM/HER and YOU/OTHERS. I appreciate all that you have done to help me. If you would like to discuss this further, please contact me at INSERT PHONE or INSERT EMAIL. Thank you so much for your valuable time. Yours Sincerely, Your Name

18. Personal Letters • Thank you • Invitations: include the occasion, the time and play, and other details • Letters of regret: (R.S.V.P.)

19. Completing Printed Forms • READ ALL INSTRUCTIONS FIRST & CAREFULLY! • Type or write neatly using a pencil or pen as directed (blue or black ink only) • Proofread completed form

20. Addressing an Envelope • Return address in top left-hand corner • Center name and address of person to whom the letter is written (match the inside address of letter)

21. 111 Smith Street Anniston AL 36207 Lindsay Ford Saks High School 4401 Saks Road Anniston AL 36206

22. Cover Letter

23. Street Address City, State Zip Month Day, Year Name of letter recipient Title, Business Street Address City, State Zip Dear Insert name of letter recipient: I am applying for the position of _____________ which was _________________. Address the qualifications listed in the ad and how you meet those qualifications. Mention when you are available for interview and give a phone number where you can be reached. Thank the person for considering your application. Sincerely, Signature Your Name Enc-Résumé

24. 4401 Saks Road Anniston, Alabama 36206 May 7, 2008 Mr. Harvey Johnson Human Resources, Jacksonville State University 700 Pelham Road North Jacksonville, Alabama 36265 Dear Mr. Johnson: I am applying for the position of instructor for learning services which was posted online at www.jsu.edu. I graduated from JSU in December 1996 with an M.A. in English; in August 2002, I added an M.S. in Educational Administration. For the past twelve years, I have worked in the Calhoun County School system first at the Alternative School and next at Saks High School teaching a diverse population of students from at-risk to gifted. I am adept at various modes of teaching and in various situations from one-on-one to whole class lecture. My proximity to campuses in Jacksonville and Gadsden as well as my experience with online courses will facilitate teaching in various modes and in different location. Please phone me at 256-741-7039 to set up an interview at your convenience. Thank you for considering my application for instructor of learning services. Sincerely, Lindsay Ford Your Name Enc-Résumé

25. INSTRUCTOR, LEARNING SERVICES, Duties: This is responsible instructional work to facilitate student comprehension and application of concepts, skills, and behaviors in language arts that contribute to the development of mature, able and responsible members of society. This position exists to provide educational services to traditional and non-traditional students during the day or evening. The instructor may be required to teach courses within his/her concentration area on campus, off-campus, online courses and possible videoconferencing depending on need of location. Some evening and weekend work may be required. Qualifications: Master’s degree in language arts education or English required. Experience in a faculty capacity at a high school or university preferred. Experience working with diverse groups. Application: Send applications (available on our website at www.jsu.edu ), resume, official transcripts, and names/addresses/phone numbers of at least three references to Jacksonville State University, Human Resources, 700 Pelham Rd. North, Jacksonville, AL 36265. Applicants selected for an interview will be required to provide official transcripts and current letters of reference. Reference number 021214. Minority applicants are strongly encouraged to apply. An EO/AA Employer.

26. Ad in The Anniston Star. RECEPTIONIST: for medical office. Individual should have working knowledge of Microsoft Office programs including Word, Excel, and PowerPoint. Position requires good oral and written communication skills as employee will be responsible for completing basic office work, writing letters, maintaining patient files, and greeting patients. Please send a resume to: Carmen Daughterty, director of Human Resources at Jacksonville Medical Complex, 2121 McClellan Blvd., Jacksonville, Alabama, 36265. DAY LABORER: Individual will carry materials on and off site and do basic carpentry. No experience necessary. Training will be provided. Looking for someone honest and dependable. Reply to John B. Grant, owner B & G Construction, P. O. Box 6161, Anniston, Alabama, 36206.