Business Letter

. . . .a how to!


Adapted from
teacher.pittschools.org/youngc/O
rderBL.ppt


A letter written by
an individual to
deal with business
of a personal
nature.
Types of Letters
PersonalBusiness Letter
Sent from an individual to a person or
business/organization.
Business Letter
Sent from a business or organization to
another or to an individual.
Usually keyed on letterhead. The letterhead
can consist of the business name, address,
phone/fax/email, and logo.
Types of Letters
PersonalBusiness Letter
A personal-business letter is a letter that is sent
from an individual to a person or
business/organization.
Business Letter
A business letter is sent from a business or
organization to another or to an individual.
Major Parts of a Letter

9 Parts
Must be in order
Must know what each part does
Major Parts of a Letter

1. Letterhead if the letter is from a business.
Letterhead Examples
Major Parts of a Letter

2. Return Address-the address of the person writing the letter.
Major Parts of a Letter

3. Dateline-Complete and current date.
Major Parts of a Letter

4. Letter Address/Inside Address-the address of the person
receiving the letter.
Major Parts of a Letter

5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:

Major Parts of a Letter

6. Body-the message of the letter.
Major Parts of a Letter

7. Complimentary Close-the ending of the letter. Example: Sincerely
yours,
Major Parts of a Letter

8. Handwritten Signature-the author signs the letter after it has been
printed.
Major Parts of a Letter

9. Keyed Name-the authors typed name.
Major Parts of a Letter

10. Typist Initials-initials of the typist.
Major Parts of a Letter

1. Letterhead if the letter is from a business.
2. Return Address-the address of the person writing the letter.
3. Dateline-Complete and current date.
4. Letter Address/Inside Address-the address of the person
receiving the letter.
5. Salutation-the greeting of the letter. Example: Dear Sir or Madam:
6. Body-the message of the letter.
7. Complimentary Close-the ending of the letter. Example: Sincerely
yours,
8. Keyed Name-the authors typed name.
9. Handwritten Signature-the author signs the letter after it has been
printed.
10. Typist Initials-initials of the typist.
Example Letter
123 Main St
Stokes, NC 28574
5/12/2009

[QS]


Pactolus School
3405 Yankee Hall Road
Greenville, NC 27834
[DS]
Dear Mr. Jones,
[DS]
On October 24, 2008 we received great news regarding the . . . .
[DS]
This is great news because of . . . .
[DS]
Sincerely,

[QS]


Chris Young
[DS]
cy
Parts of a letter:

1.Return Address/Letterhead
2.Dateline
3.Letter Address/Inside Address
4.Salutation
5.Body (most of paper)
6.Complimentary Close
7.Handwritten Signature
8.Keyed Name
9.Typist Initials


(QS - quad spaced & DS double spaced)
Punctuation Styles
Open Punctuation
There is not a colon or
comma in the
salutation and there is
not a comma in the
complimentary
closing.
Example:
Dear Ms. Smith
Sincerely yours
Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation
A colon is in the salutation and a
comma is in the close.
230 Glendale Ct.
Brooklyn, NY 11234-3721
December 5, 2005

QS

Ms. Julie Hutchinson
1825 Melbourne Ave.
Flushing, NY 11367-2351
DS
Dear Julie
DS
It seems like years since we were in Ms. Gerhigs keyboarding class. Now I wish I would have
paid more attention. As I indicated on the phone, I am applying for a position as box office
coordinator for one of the theaters on Broadway. Of course, I know the importance of having my
letter of application and resume formatted correctly, but Im not sure that I remember how to do it.
DS
Since you just completed your business education degree, I knew where to get the help I needed.
Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have
any suggestions for changes to the content, please share those with me too. This job is so
important to me; its the one I really want.
DS
Thanks again for agreeing to help. If I get the job, Ill take you out to one of New Yorks finest
restaurants.
DS
Sincerely

QS

Rebecca Dunworthy
DS
Enclosures
COMPLIMENTARY
CLOSE
NAME OF WRITER
ENCLOSURE
NOTATION
BODY
SALUTATION
LETTER
ADDRESS
RETURN
ADDRESS
Open Punctuation
No punctuation
after Salutation and
Complimentary close
(QS - quad spaced & DS double spaced)
Example Letter
123 Main St
Stokes, NC 28574
4/19/2010

[QS]


School Name
3405 Yankee Hall Road
Greenville, NC 27834
[DS]
Dear Mr. Jones,
[DS]
On October 24, 2008 we received great news regarding the . . . .
[DS]
This is great news because of . . . .
[DS]
Sincerely,

[QS]


Chris Young
[DS]
cy
Parts of a letter:

1.Return Address
2.Dateline
3.Letter Address/Inside Address
4.Salutation
5.Body (most of paper)
6.Complimentary Close
7.Handwritten Signature
8.Keyed Name
9.Typist Initials



GREEN You change for Project!
RED Spacing Do not type!
(QS - quad spaced & DS double spaced)