Business Letters. Formats –Full Block Full Block -------- Business.
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Transcript of Business Letters. Formats –Full Block Full Block -------- Business.
Business LettersBusiness Letters
Business LettersBusiness Letters•Formats
–Full Block
XYZ CORPORATION 6789 Broadway Avenue Kansas City, MO 34567
(234) 555-8910 }DS
July 20,200-
}variable spacing acceptable
Ms. Melanie Wadsworth Assistant Manager ABC Publishing }SS 234 Zoar Street Mytown, NM 10111
}DS Subject: New Brochures for Public Relations Department
}DS Dear Ms. Wadsworth:
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS Cordially,
}four blank lines
Laura Blessing Manager
}DS Enclosure
}DS LB:gek
Full Block--------Business
}1-21/2" 234 Blake Road Yourtown, VA 12345 February 27,200-
}variable spacing acceptable
Mr. Thomas Huffhines Customer Relations Department XYZ Company 678 Morris Avenue Riverview, MA 91011
}DS Dear Mr. Huffhines:
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXX }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX }DS
Sincerely,
}four blank lines
Lisa Wilson
Full Block--------Personal
Business LettersBusiness Letters•Format
–Full Block–Modified Block
XYZ CORPORATION 6789 Broadway Avenue Kansas City, MO 34567
(234)555-8910 }DS
July 20,200-
}variable spacing acceptable
Ms. Melanie Wadsworth Assistant Manager ABC Publishing }SS 234 Zoar Street Mytown, NM 10111
}DS Subject: New Brochures for Public Relations Department
}DS Dear Ms. Wadsworth:
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS
Cordially,
}four blank lines
Laura Blessing Manager
}DS Enclosure
}DS LB:gek
Modified Block--------Business
}1-2 1/2"
234 Blake Road Yourtown, VA 12345 February 27,200-
}variable spacing acceptable
Mr. Thomas Huffhines Customer Relations Department XYZ Company 678 Morris Avenue Riverview, MA 91011
}DS Dear Mr. Huffhines:
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX. }DS
Sincerely,
four blank lines}
Lisa Wilson
Modified Block--------Personal
Business LettersBusiness Letters•Formats
–Full Block–Modified Block –Simplified
WILKINS AUTO PARTS
5678 Poolville Lane Ourtown, IN 12345
(567) 555-9101 }DS
May 17,200-
}variable spacing acceptable
David Charles Accounting Department Loggins Distribution Company Sometown, KY 20212
}DS APRIL ORDER OF SIDEVIEW WINDOWS
}DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. }DS XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
}four blank lines
William Scotts Assistant Manager
}DS Enclosure
Simplified
Additional Letter Additional Letter SectionsSections
• Second-page headingMr. Howard JonesSeptember 21, 2005Page 2
• Enclosure Notation – flush left• Optional Notations – text pages 82-
83– Attention or Subject Line, Copy
Acknowledgement, Reference Initials
Business LettersBusiness Letters• As you begin, ask yourself
1. What is my purpose?2.Who am I writing to?
Other professionals, coworkers, professors, classmates, etc.
Audience AnalysisAudience Analysis
• As a professional in a field, develop a sense of what other professionals expect.
• What do they already know?• What do I need to tell them?
Business LettersBusiness Letters•Two Organizational Patterns1. Deductive
Good news/neutral
2. InductiveBad news/persuasive
Good News /Neutral Good News /Neutral DeductiveDeductive
• Opening
Congratulations! Your loan for $125,000 has been approved. This money should provide the necessary capital to open your hardware store.
• Stress Benefits
Good News /Neutral Good News /Neutral DeductiveDeductive
• ClosingPoor Don’t forget to come to Valley and sign
the loan papers. We cannot release the money until the paperwork is completed and signed. Thanks for doing business with us. If there is anything else I can do, please call.
Good News /Neutral Good News /Neutral DeductiveDeductive
• ClosingGoodYou may stop in at your convenience and complete the necessary paperwork for your loan. Your business is certainly appreciated, Mr. Herrera; our staff is available to help meet your financial needs.
Neutral – Neutral – InquiryInquiry
Deductive Deductive1.Come right to the point – what do you want?
A goodwill statement might save the letter from sounding demanding.
2.Use an itemized list to help clarify the information you need. Keep items parallel.
3. As you close, give a response date and a reason.
Persuasive - InductivePersuasive - InductiveAttentionAttention – Have you ever played golf on a hot,
humid day and realized that the only place to get a drink was still six holes ahead?
InterestInterestDesireDesireActionAction - Just complete and mail the postage-paid
order card indicating how many bottles you would like at $4 each. Your order will be shipped to you the day we receive it.
Refusal Letter-Refusal Letter-InductiveInductive
• Main goal - maintain a positive relationship with the reader even though you’re refusing the request.
Refusal Letter-1Refusal Letter-1stst paragraphparagraph
• Begin with a buffer that is a couple of sentences long. The buffer should introduce the subject and say neither yes nor no.
Thank you for requesting a charge account at Talton’s.
Your request for a charge account at Talton’s tells us
something important: You enjoy the rewards of owning a
smart, up-to-the-minute wardrobe.
Refusal Letter-middle Refusal Letter-middle paragraph(s)paragraph(s)
Provide a factual explanation for the refusal. State refusal in positive terms. Tell what you can
do, not what you can’t. Bury the refusal but state it clearly. Avoid negative words, such as regretfully and unfortunately.
Offer an alternative proposal. Focus on what you CAN do for the reader.
Refusal Letter-closing Refusal Letter-closing paragraphparagraph
Offer a goodwill statement.Don’t repeat the refusal; close in a
friendly, positive manner.Include “Resale,” which stresses the
alternative proposal again.
Good News LetterGood News LetterCongratulations! Kevin has been accepted inour current student enrollment. The policy youapplied for is enclosed and is now in force. I would like to commend you for the concern you have shown for Kevin’s future.
(last paragraph) We welcome this opportunity toserve you. If you have any questions, simply call toll-free to 1-800-222-2062. We will be happy to help you in any way we can.
Bad News LetterBad News LetterDear Applicant:
Thank you for submitting an application to National Benefit Life Insurance Company for your child Scott.
Based on responses to the medical questions in the application, we must decline this policy. However, this does not mean that your child would not be eligible for other insurance which is evaluated with complete medical underwriting.
Bad News LetterBad News Letter
Enclosed is your refund check to cover your initial
deposit. We thank you for your inquiry.
Bad News LetterBad News LetterDear Lane Anderson:
Thank you for applying to our company for your insurance needs.
We would like to insure everyone under a life policy, but we are not always able to do so. Our decision to not provide you with the coverage requested was based entirely on the “yes” answer(s) you provided on the application regarding your health history.
Bad News LetterBad News Letter
Attached to this letter is your initial premium and
application.
Bad News LetterBad News LetterBufferReason before RefusalRefusal in positive termsCourteous ending – off
subject of bad news
Bad News Letter – New SubjectBad News Letter – New Subject
Dear Mr. Anderson:
After carefully reviewing your file, we feel that withsome additional academic preparation, you will be ready to enroll for Fall Semester.
The College Skills Seminar (CSS) has been developed for students like you who need further preparation before attempting college level work.
Bad News Letter – New SubjectBad News Letter – New Subject
A CSS brochure has been mailed to you. Admission to
CSS is limited, and those who respond to this offer will
be admitted on a first-come, first-served basis. If you
are interested in this offer, please call the CSS Office at
(208) 356-1158.
If you have any questions, please feel free to contact us
by e-mail or by telephone at (208) 356-1036.
Presentation developed by Scott Anderson
Examples adapted from Business and Management Communication by Sorenson, DeBord, and Ramirez; Excellence in Business Communication by Thill and Bovee; Business Communication by Harcourt, Krizan, and Merrier.
