NPM : 23214134
1.
Part Of Business Letter
Addresses
-The name of the postal
town should be in capital letters and the Post Code on the last line.
Traditionally your own address goes at the top right and the recipient’s
address underneath and at the left.
Inside
Address: The
address of the person you are writing to along with the name of the recipient,
their title and company name, if you are not sure who the letter should be
addressed to either leave it blank, but try to put in a title, i.e.
"Director of Human Resources". Skip a line between the date and the
salutation.
Date
- It is best to write the date in full (02
June 2004), as simply using numbers varies from
country to country, e.g. in the USA the month comes first.
Salutation: Dear
Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May
Concern: if recipient's name is unknown. Note that there is a colon after the
salutation. Skip a line between the salutation and the subject line or body.
Subject Line (optional): Makes it easier for the recipient
to find out what the letter is about. Skip a line between the subject line and the body.
Body:
The body is where you write the content of the letter; the
paragraphs should be single spaced with a skipped
line between each paragraph. Skip a line between the end of the body and the closing.
Closing: Let's the
reader know that you are finished with your letter; usually ends with
Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma
after the end of the closing and only
the first word in the closing is capitalized. Skip 3‐4
lines between the closing and the printed name, so that there is room for the signature.
Signature: Your signature will go in this section, usually
signed in black or blue ink with a pen.
Printed
Name: The
printed version of your name, and if desired you can put your title or position
on the line underneath it. Skip a line between the printed name and the enclosure.
Enclosure: If letter
contains other document other than the letter itself your letter will include
the word "Enclosure." If there is more than one you would type,
"Enclosures (#)" with the # being the number of other documents
enclosed that doesn't
include the letter itself.
Reference
- This is not always included. If you are
replying, use the reference from the original letter (if there is one) and put
it after: “Your Ref”. If the reference is from your own business then use “Our
Ref”.
Greeting
& Signing off -
If possible get the name
of the person within the organisation that you are writing to. “Dear Mr Shawcross”
… ends with “Yours sincerely”, other greetings and closing that goes with them
are listed below.
Most
formal
|
Dear
Sir/Madam
|
Yours
faithfully
|
Least
formal
|
Dear
Mr/Ms Jones
Dear
Emile
|
Yours
sincerely
Yours
truly or Regards
|
Subject or
attention line - This should be
in capitals or underlined.
Main
body of a letter -
If you are replying then
at the beginning refer to the original letter. Otherwise be as precise as
possible. Conclude the letter by highlighting
A
letter written by an individual concerning business of a personal nature is
called a personal business letter.
All the parts of a business letter are included, with one exception: The
letterhead is replaced with a return address.
A personal business letter is printed on plain paper with the writer’s
address keyed 2" from the top of the page at the left margin. The return address consists of one line for
the street address and one line for the city, state, and ZIP code. The date is keyed directly below the city,
state, and ZIP code.
Letter formats
Business
and personal‐business letters are arranged in
varying formats and styles. These variations are described below.
Margins.
Letters
are formatted with 1" left and right margins, a 2" top margin, and a
1" bottom
margin.
Instead of a 2" top margin, letters may be centered vertically using theeCrent feature.
Business letters
Formats.
Business
letters are formatted in two basic styles: block and modified block.
- · Block format arranges all letter parts at the left margin. The paragraphs are not indented. Refer to the illustration of a personal‐business letter in block format shown below.
- · Modified block format places the date and the closing lines (complimentary close, writer’s name, and title) beginning near or at the horizontal center of the page instead of at the left margin. The default tab nearest to the center may be used to place the date and closing lines. The first line of each paragraph may be blocked at the left margin or indented 0.5". See the illustration of aetlter in modified block format shown below. This illustration contains several special business letter parts including a mailing notation, subject line, enclosure notation, and copy notation.
Punctuation styles. Two
styles of punctuation are commonly used in business letters. Open punctuation has no punctuation
mark after the salutation or complimentary close. Mixed punctuation contains a colon (:) after the salutation and a
comma (,) after the complimentary close.
Additional letter features
Some
additional letter features that may be used are described below.
USPS letter address style. The
letter address of a business or personal‐business letter may be keyed in ALL CAPS with no
punctuation if using the United States Postal Service style for the
delivery (envelope) address.
Second‐page
heading. If
a letter is longer than one page, a plain sheet of paper is used for the second
and succeeding pages. Only the first page contains the sender’s letterhead. A
second‐ page heading should be keyed
1" from the top of the page in block format, SS. Include the name of the
addressee, the word Page followed by
the page number, and the date. Place DS below the date before continuing the
letter.
Widow/Orphan. At least two lines of a paragraph
must be keyed at the bottom of the first page of a letter and at the top of the
second page. Activate the Widow/Orphan
feature from the drop down menu item Format, Paragraph, Line and Page Breaks to
ensure proper breaks. This feature ensures that the first line of a paragraph
does not appear by itself at the bottom of a page (orphan line) or the last
line of a paragraph does not appear by itself at the top of a page (widow
line).
Bullets and Numbering. Use the
Bullets feature or Numbering feature to create bulleted or numbered lists.
These features automatically format each listed item in hanging indent style
(the second and succeeding lines align under the first letter of the first
word).
Tables in letters. A
table inserted in a letter should be placed even with the left and right
margins of the letter or centered between the margins. Leave a blank line above
and below the inserted table. Table gridlines may be shown or hidden.
Form letters. A form letter is a
standard message sent to more than one addressee. Form paragraphs may be stored
as macros (stored text) and played back when needed to create personalized form
letters. Form letters can also be created using the Mail Merge feature of word
processing programs.
Envelopes
Most
word processing programs have an Envelope feature that will automatically
format the placement of the return and letter addresses. However, because of
printer issues, not all users are able to use the Envelope feature efficiently.
Therefore, specific keying instructions are provided below for formatting
envelopes.
· Sender’s
return address. Key the
return address in block style, SS, approximately 0.25" from the
left
and toprmgians of the envelope. Key the name, street address, city, state, and ZIP Code in three lines either
in ALL CAPS or Initial Caps.
· Receiver’s
address. Key the
receiver’s address in block style, SS, and Initial Caps. You may use ALL CAPS
if desired. Place the city, state, and ZIP Code (one space precedes the ZIP) on the last address line. Never
abbreviate the name of a city or country.
· International
addresses. Omit postal
(ZIP) codes from the last line of addresses outside the U.S. Show only the name of the country on the last line, as shown below.
Mr.
Hiram Sanders 2121 Clearwater Street Ottawa ON KIA OB1 CANADA
· Spacing.
If not using the Envelope
feature, tab over 2.5" for a small envelope (No. 6 3⁄4) and 4" for a
large envelope (No. 10). Enter hard returns to place the first line of the
delivery address approximately 2" from the top of the envelope.
· Mailing
and addressee notations. Key
a mailing notation (REGISTERED, SPECIAL DELIVERY) in ALL CAPS below the stamp,
approximately 1⁄2" above the first line of the delivery address. Key an
addressee notation (PERSONAL, CONFIDENTIAL) at the left margin a DS below the
return address. If an attention line is used, key it as the first line of the
delivery address.
what it is that you want from the person
or company. Be specific, for example: “Please send me a price list for your
computers
· The Main Parts of a Business Letter
The Heading
If you do NOT use letterhead stationery, the
heading is located at the top right of the page and includes the writer's
complete mailing address and the date.
e.g.
*******
Laboratory Technical Development Group
Kobe
Steel Ltd 5-5 Takatsukadai 1-chome
Nishi-ku
Kobe Hyogo
Japan
651-2271
March
21 200-
If
you DO use letterhead stationery,
the address is already printed on the paper; only the date must be added, at
least two spaces below.
e.g.
When writing the date, it
is best to state MONTH, DAY, YEAR, in that order as above. Using the short form
of the date i.e. 7/10/2001 can sometimes be confusing. In some countries
7/10/2001 means October 7, 2001.
The
heading above is in Semi-Block form.
See Layouts to see the Block form.
The Inside Address
The inside address is
always placed even with the left margin (left justified) and at least two (2)
spaces below the heading. It contains the full name of the person being written
to—including a proper title — (see Salutations
below) and the complete mailing address.
e.g.
Dr.
Frederick Johnston, Senior Researcher
Materials
Research Laboratory NUCOR
1649
Telegraph Road Crawfordsville,
IN 58936USA
The Salutation
All letters begin with a
salutation or greeting. It is placed two spaces below the inside address and
even with the left margin. Most people still use ‘Dear’ to open their letters.
•
When you have a person’s name in the inside address,
use their name.
•
When you do not have a name use ‘Dear Sir’ or ‘Dear Madam’.
•
When you are addressing a firm or a group of men you
can use ‘Gentlemen’.
Use
of the correct title is important. Look at the chart below:
Addressee
|
American Style
|
British Style
|
Tom
Smith
|
Dear
Mr. Smith:
|
Dear
Mr Smith,
|
Susan
Fox. PhD
|
Dear
Dr. Fox:
|
Dear
Dr Fox,
|
Mary
Lane
|
Dear
Ms. Lane:
|
Dear
Ms Lane,
|
Note that the American
style has a period after the title ( Mr. Dr. Ms.). It also uses a colon (:).
The British style does not have a period after the title and uses a comma (,).
Ms. or Ms (pronounced Miz) is now in common use as a female equivalent to Mr.
However, if possible, it is best to find out which title the woman
herself prefers (Ms. or Mrs. or Miss). All of the examples above are in formal
style which should be used for all business letters. Use of the first name
(Dear Tom, Dear Sue, etc) is only for informal, personal letters.
The Body
The body of the letter,
or its message, begins two spaces below the salutation. It is structured in
paragraphs, which may or may not be indented, depending on the layout used. See
Layouts.
Hints
on structure:
1)
Expressing thanks for a favour done.
to someone who invited you
somewhere...
|
Thank
you for inviting me to...
|
to
someone who called you...
|
Thank
you for calling me...
|
to someone who took you to
dinner...
|
Thank
you for taking me to dinner...
|
to
someone who helped you...
|
Thank
you for helping me with...
|
2)
Writing about future events.
you
plan to meet someone
|
I
look forward to meeting you...
|
you
want to receive a reply
|
I
look forward to your reply...
|
you
plan to visit someone
|
I
look forward to my visit...
|
someone
plans to visit you
|
I
look forward to your visit...
|
you
plan to attend a conference
|
I
look forward to the conference...
|
3)
When writing to someone you have
not met, let the person know why you are familiar with him or her.
you
saw someone's presentation
|
I had the pleasure of attending
your presentation at...
|
you
read someone's article
|
I read your article in the ....
with interest...
|
you saw someone's poster session
|
I had the opportunity to see your
poster session at ...
|
you participated in someone's
workshop
|
I had the pleasure of participating
in your workshop at ...
|
4)
When asking for a favour, leave the
person as much time as possible. Nevertheless, if you expect to have a reply
within a certain time, make that request specific.
Please let us know as soon as possible.
|
Please call by the end of July
|
Please visit us at your earliest
convenience.
|
Please reply by fax before
September 10.
|
5)
Referral Statements
telephone
|
Please
do not hesitate to telephone us...
|
get in touch
|
Please
get in touch with our representative in...
|
send further enquiries
|
Please send
further enquiries to
... at the
following address...
|
someone plans to visit you
|
I
look forward to your visit...
|
contact
|
Please
contact... at the following address...
|
6)
Tone.
A business relationship
can often become fairly informal. If you find yourself in this situation, you
can alter the tone of your business correspondence from impersonal to personal.
Impersonal
|
Personal
|
Thank you very much (for your help)
...
|
Thanks a lot (for your help) ...
|
I appreciated (your
recommendations) ...
|
Thanks for (your recommendations)
....
|
Please give my regards to (your
secretary) ...
|
Tell (your secretary ) I said
'Hello' ...
|
I look forward to (seeing you next
month) ...
|
It'll be good to (see you next
month) ...
|
The Closing
The closing of a business
letter is placed two spaces below the body. It is a conventional expression,
indicating the formal close of the letter. The first word is capitalized.
Closings end with a comma.
American
Style
|
British Style
|
|
Very Formal
|
Respectfully,
Respectfully yours,
|
Yours
respectfully,
|
Formal
|
Sincerely,
Sincerely yours,
Yours truly,
|
Yours
faithfully, (with Dear Sir / Madam)
Yours sincerely, (with
Dear Mr.../ Ms...)
|
Informal
|
All the best,
Regards,
|
Best wishes,
All
the best,
|
The Signature
Every letter should have
a handwritten signature. Four to six spaces below this is the typewritten
signature. A woman may include (Miss), (Mrs.) or (Ms.) to the right of the
typewritten signature.
·
Special Parts of a Business Letter
In addition to
the six regular parts of a business letter, sometimes special or optional parts
are necessary or wanted by the writer:
The Reference
This consists of the word
Ref (short for Reference) followed by a colon (:) and specific information,
often a serial or reference number. It is usually placed between the date and
the inside address.
e.g.
Nov
10, 200-
Ref
: MHI/KSL/10/90
Soren Construction Co. 4335 Broadway
Indianapolis, IN 46305 USA
The Attention Line
When a letter is
addressed to a company or organization rather than an individual, an attention
line may be given to help in mail delivery.
NB An attention line is
never given when the inside address contains a person's name.
Attention lines are
typically directed to: Sales Division, Personnel Manager, etc. or it may
contain the individual's name. The attention line contains the word Attention
(or Attn) followed by a colon (:)
and the name of the office, department or individual. It is placed between the
inside address and the salutation.
e.g.
Nov
10, 200-
Ref:
MHI/KSL/10/90
Soren Construction Co. 4335 Broadway
Indianapolis, IN 46305 USA
Attention : Mr Charles Graham Dear Sirs:
The Subject Line
The subject line is used
to immediately draw the reader's attention to the subject of the letter. It
consists of the word Subject followed by a colon (:) and a word or words of specific information. The position of the
subject line is not standardized. It may appear to the right of the inside
address, or centred on the page below the inside address or below the
salutation. It is commonly placed below the salutation, as shown below.
e.g.
Soren Construction Co. 4335 Broadway
Indianapolis, IN 46305 USA
Attention: Mr Charles Graham Dear Sirs:
Subject:
Rough Terrain Crane RK250-II
The Title or Section Name
This is placed one space
below the typewritten signature to identify the writer's position and/or the
section s/he works in.
e.g.
Sincerely
yours,
Peter Monet
Peter
Monet
Sales
Representative
The Identification Line
When the person whose
signature appears on the letter is not the person who typed the letter, there
is an identification line. It consists of two sets of initials separated by a
colon. Usually, the sender's initials are capitalized and the typist's are in
lower case. The identification line is two spaces below the signature and even
with the left margin.
e.g.
Sincerely
yours,
Peter Monet
Peter
Monet
Enclosure
When something is
enclosed with the letter, an enclosure line is usually typed one space below
the identification line and even with the left margin. If there is no
identification line, the enclosure line is two spaces below the signature. It
is usually written Enc followed by a colon (:) and information.
e.g.
Sincerely
yours,
Peter Monet
Peter
Monet
Sales Representative PM :dap
Enc:
Brochures
Copies to (cc:)
When a copy of a
letter is sent to another person, the letters cc followed by a colon (:) and the name of the person to whom
the copy is being sent is typed one space below the enclosure line (or the
identification line if there are no enclosures). If there is no identification
line, it appears two spaces below the signature. The letters ‘cc’ traditionally
stand for ‘carbon copy’.
e.g.
Sincerely
yours,
Peter Monet
Peter
Monet
Sales Representative PM:dap
Enc:
Brochures
cc:
Mr. Kevin Walker
2.
The Styles Of Business Letters
Block Style
The letter on the next
page is a response to an inquiry, written on headed stationery in BLOCK STYLE.
Notice how all the parts are even with the left margin (left justified) and there
is no paragraph indentation. It contains the Main Parts and the Special Parts
of a business letter.
Semi-block Style
The letter on the next
page is a response to an inquiry, written on headed stationery in SEMI-BLOCK
STYLE. Notice the position of the date, the closing, and the signature and that
the paragraphs of the body are indented 2-3 spaces. Note that the first
paragraph is NOT indented. It contains the Main Parts and the Special Parts of
a business letter.
Inquiry Letter
The following letter is
an inquiry (also spelled enquiry) from a potential customer. It is written on
headed stationery in SEMI-BLOCK style.
Response Letter
The following letter is a
response to the inquiry letter. It is written on headed stationery in BLOCK
style.
Letter of Thanks
The following letter is
written in SEMI-BLOCK style and contains only the Main Parts of a business
letter. It expresses thanks for a favour done. Note that it uses the British
style of SALUTATION and CLOSING.
Introduction Letter
The following letter is
written in BLOCK STYLE and uses only the Main Parts of a business letter. It
introduces the name of a colleague to someone known to the writer in the same
field of expertise.
Self-introduction Letter
The following letter is
written in SEMI-BLOCK style and uses only the Main Parts of a business letter.
It introduces the writer to someone in the same field of expertise and makes a
request for a favour. Notice it uses the British style.
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