Business Writing - Mohawk High School

Business Writing - Mohawk High School

Business Writing What are the advantages to writing a good letter? 1. 2. 3. 4. 5. It gives you time to think about, organize, and edit what you want to say. It gives you the ability to communicate a specific message. Provides both the sender and the receiver with a

copy of important details: An official record. Is more likely to be taken seriously than spoken word. Can be sent to a multitude of people. Topics to explore: Business Letter Letter of Application

Letter of Recommendation Letter of Complaint Thank You LetterFollow up

Memo/Email Announcement Resume The Big Picture

Business writing is the process of sharing work-related information on a standardized format (letter, resume, memo, etc..). The writer must know why he or she is writing (specific message) and how the writing should be presented (correct form). 6 characteristics that all business letters share: 1. 2. 3. 4.

5. 6. Starting Point: reason for contact Purpose: discuss, announce, clarify, confirm Form: semi-block or block, memo etc Audience: who are you speaking to? Voice: direct and sincere Point of View: person to person (I) general or group discussion (he she they) Form of the Business Letter A letter must be professional and look professional.

The two formats for writing business letters are the following: Semi-Block Full Block Additional items to keep in mind when setting up your letter: Use margins left and right, top and bottom, from 1 to 1.5inches. Center the letter vertically, from top to bottom.

The 7 parts of a business letter 1. 2. 3. 4. 5. 6. 7. Heading Inside address Salutation

Body Complimentary closing Signature Enclosure: when needed The Heading The heading gives the writers complete address with the date of application. This would be your address! The Inside Address Gives the readers name and address.

If youre not sure who to address or how to spell a persons name, you could call the company for the information. If the persons title is a single word, place it after the name and a comma. A longer title goes on a separate line. The Salutation Begins with Dear and ends with a colon, NOT a comma! Do not guess to whom you should address your letter to! Use Mr. or MS. Plus the persons last name, unless you are well acquainted.

If you cant get the persons name, replace the salutation with Dear or Attention: or an appropriate title for the reader: Sales Manager, To Whom it May Concern: etcNEVER use Dear Sir or Gentlemen. The Body The body should consist of single-spaced paragraphs with double-spacing between paragraphs. DO NOT INDENT THE PARAGRAPHS! Complimentary Closing For the closing use Sincerely, Yours truly,

Thank youfollowed by a comma. Capitalize only the first word. Signature The signature includes the writers handwritten name plus the typed name. If a document (brochure, form, copy, etc..) is enclosed with the letter, the word Enclosure or Encl. appears below the initials. If you send more than one copy of the letter out, type the letters cc: plus the persons or departments name beneath the enclosure line.

Spacing within a letter After the Heading: 4 spaces After the Inside Add.: 2 spaces After the Salutation: 2 spaces Between the paragraphs: 1 space EXCEPT for the final paragraph where you skip 2 spaces (before closing) After Closing (between closing and sign.) skip 4 spaces.

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