Business Correspondence:

Professional Business Letters

In a business environment, people use documents to communicate with others!Business Documents include…

MemosLettersNewslettersResumesProposals

Essential Letter Elements

Essential Letter Elements

3. Salutationo Two lines below inside addresso The line at the start of a letter including the greeting

and the recipient’s nameo If you do not know the name, avoid using “To whom it

may concern” – Impersonalo Instead use recipient's title

o Example: Dear Personnel Director

4. Messageo Two lines below salutationo Body of the lettero Single spaced with one blank line between paragraphs

Essential Letter Elements

5. Complimentary Closeo Two lines below the last line of messageo Capitalize only the first word

o Example: Sincerely yours,

6. Signature Blocko At least four blank lines belowo Leave room to sign name

Reference Initials

If someone other than the writer keys the letter, place their initials (lower case) a double space below the writer’s name

ss

Attachment/Enclosure

If there are attachments or enclosures, double space and indicate this under the initials.

If multiple enclosures are referred to in the letter , follow the word “Enclosures” with a colon and two spaces and list each enclosure

Enclosures: Brochure Membership

Copy Notation

A copy notation indicates that a copy of a letter is being sent to someone other than the addressee

Use “c” followed by the name of the person(s) to receive a copy.

Place a copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure:

c Robert Anderson

Maria Sanchez

Postscript

A postscript is additional text that may be added after a letter has been completed.

It is the last item in the letter. Key it a DS below the last letter part.

The postscript is used to place additional emphasis on the text or to reemphasize a part of the text included in the body.

Remember to RSVP by May 15, 2011 for the annual crawfish boil.

Margins

TOP 2”

LEFT 1”

RIGHT 1”

BOTTOM 1”

Three Types of Letters:

1. Block Business Letter

2. Modified Block Business Letter

3. Personal Business Letter

Block Letter Style

Block

All components of letter begin flush with the left margin

Modified Block Letter Style

Modified Block

Date, complimentary close, and signature block are positioned approximately one-half inch to the right of center or at the right margin

All other components begin flush with left margin

Differences in Personal Business Letters & Business Letters

Personal Business LettersYour street address

is typed two inches down

Next line has the city, state, and zip

The dateline is on the line following the city, state, and zip

Business LettersCompanies use

letterhead which includes their street address, city, state, zip, and phone number

Therefore, business letters from companies do not need to have this information keyed in.

Personal Business Letter

Personal Business Letter Modified Block StyleYour street address is

typed two inches down

Next line has the city, state, and zip

The dateline is on the line following the city, state, and zip

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