Transcription of Business Letters - PC\|MAC
1 Business LettersWhy do we need to write Business Letters ? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Get what we want!Reasons for writing Letters request or give information give inquire about .. apologize for .. giving bad news I am afraid or giving good news Congratulations!All lines begin at the left Margin noindentingStandard Parts of a Business LetterHeading-gives the mailing address of the writer. Spell out the name of the city and words such as Street and Avenue Use two- letter abbreviations for states The writer s name is not part of the headingDate-do not abbreviate the month.
2 Key the date below the heading Enter 3 blank lines (quarter space)Inside Address-gives the mailing address of the reader. Include name, title, department, company name, and the greeting. The first name is not included, just the title and last name. (Miss, Mrs., or Mr.)Body-the body is the message part of the letter . Use single spacing (SS) within paragraphs; double spacing is used between Close-is a word or phrase used to end the : Sincerely, Yours truly Respectfully, Best wishes, Capitalize only the first letter of the first Block-includes your keyed (typed) name below your handwritten name.
3 Keyed name is in case the reader cannot read your signature Sign using BLUE or BLACK inkLetterhead-printed stationary from an organization with the heading information Includes company name, address and perhaps a phone number, website, and logo and/or design You can also create your own personal letterhead include your address, phone number, and email When using letterhead, start your letter with the date.**Do not use your employer s letterhead for Letters relating to personal Line-used when you know the name of the receiver of the letter Key the word Attention followed by a title or the name of the department Key the Attention line as the first line of the inside address Subject Line-it tells the reader at a glance what the letter is about.
4 Key it two lines below the salutation Key in all capital lettersReference Initials-are the initials of the person who keyed the letter Use only when you key letter for someone else Place two lines below the keyed signature Key in lowercase --no capital lettersEnclosure Notation-an enclosure is anything in the envelope besides the letter , ie: a check. Key two lines below the reference initials Key the word Enclosure or Enclosures Add the number of Enclosures this way: Enclosures (2)Copy Notation-lets the readers know that another person received a copy of the letter .
5 Key the copy notation two lines below the enclosure notation. Key c, followed by the name or names of those receiving a copyQS Quarter-space after the date and complimentary close. All other parts have a double space in spacing
