Business Letters Mr. Gordon Why do we need to write business - - PowerPoint PPT Presentation

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Business Letters Mr. Gordon Why do we need to write business - - PowerPoint PPT Presentation

Nov 10, 2023 301 likes •636 views

Business Letters Mr. Gordon Why do we need to write business letters? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business respect Get what we

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SLIDE 1

Business Letters

  • Mr. Gordon
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SLIDE 2

Why do we need to write business letters?

  • The key to communication
  • Business to Business
  • Individual to Business
  • Business to Individual
  • Accomplish a goal
  • Earn a business’ respect
  • Get what we want!
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SLIDE 3

Reasons for writing letters

  • I am writing to…
  • inquire about …
  • apologize for …
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SLIDE 4

Reasons for writing letters

Requests

  • Could you possibly?
  • I would be grateful if

you could…

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SLIDE 5

Reasons for writing letters

Agreeing to Requests

  • I would be delighted

to …

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SLIDE 6

Reasons for writing letters

Giving Bad News

  • Unfortunately …
  • I am afraid that …
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SLIDE 7

Step 1 – Letterhead or Typed Heading

Company Letterhead

  • Includes logo, slogan, or
  • ther identifying items
  • Address, phone number,

and other contact information

  • Use a 2 inch top margin

and 1 inch side margins Typed Heading

  • Consists of a typed

return address

  • Should also include the

name of the sender

  • Email, phone, etc.
  • Use a 1 inch top margin

and 1 inch side margins

Open a new document and create a typed heading now.

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SLIDE 8

Step 1 - Typed Heading

  • Type your name and press Enter
  • Type the address below

(Notice the format of the address. You should ALWAYS format addresses like this.)

  • Press Enter

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765

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SLIDE 9

Step 2 - Date

  • Immediately

under the heading

  • Type today’s date
  • Then press Enter

4 times

Student Name¶ Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 ¶ ¶ ¶ ¶ ¶

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SLIDE 10

Step 3 – Inside Address

  • Inside Address is who

the letter is TO

  • Type the name and

address of the person the letter is to

  • Include position and

company name

  • Press Enter twice (DS)

February 30, 2020 ¶ ¶ Fred Flintstone ¶ Sales Manager ¶ Cheese Specialists Inc. ¶ 456 Rubble Road ¶ Rockville, IL ¶ ¶ ¶

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SLIDE 11

Step 4 – Salutation or Greeting

  • After the Inside

Address and a double space

  • Type the Salutation
  • r Greeting
  • Press Enter 2 times

Fred Flintstone¶ Sales Manager ¶ Cheese Specialists Inc. ¶ 456 Rubble Road ¶ Rockville, IL ¶ ¶ Dear Mr. Flintstone: ¶ ¶ ¶

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SLIDE 12

Step 5 - Body

  • After the Salutation

and a double space

  • Type the body of

the letter

  • Double Space

between paragraphs

  • Double Space at the

end

Dear Mr. Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 ¶ ¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ ¶ Please contact us again if we can help in any way. ¶ ¶

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SLIDE 13

Dear Mr. Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe

  • Ref. No. 856. ¶

¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days. ¶ ¶ Please contact us again if we can help in any way. ¶ ¶ ¶

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SLIDE 14

Part 6 – Complimentary Close

  • Type the

Complimentary Close

  • Press Enter 4 times
  • The writers

signature goes here

Please contact us again if we can help in any way. ¶ ¶ Yours Sincerely, ¶ ¶ ¶ ¶

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SLIDE 15

Part 7 – Writer’s Identification

  • Make sure there are

4 spaces after the Complimentary Close

  • Type the Writer’s

Identification including position

  • Press Enter twice

Yours sincerely, ¶ ¶ ¶ ¶ Student Name¶ Director of Ken's Cheese House ¶ ¶

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SLIDE 16

Part 8 – Reference Initials

  • Type reference

initials

  • Reference initials

are the initials of the person typing the letter.

  • They are always

lower case

Kenneth Beare ¶ Director of Ken's Cheese House ¶ ¶ si¶

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SLIDE 17

Part 9 – Notation (optional)

  • Notations include who

copies are being sent to or other items enclosed in the letter.

  • Notations are a double

space below the reference initials

Cheese House ¶ ¶ si¶ ¶

Enclosure: Invoice

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SLIDE 18

Review

Fill out the worksheet to help you remember the previous information

  • 1. Typed heading
  • 2. Date
  • 3. 4 spaces
  • 4. Inside Address
  • 5. 2 spaces

Student Name¶ Ken's Cheese House¶ 34 Chatley Avenue¶ Seattle, WA 98765 ¶ February 30, 2020 ¶ ¶ ¶ ¶ Fred Flintstone¶ Sales Manager¶ Cheese Specialists Inc.¶ 456 Rubble Road¶ Rockville, IL¶ ¶

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SLIDE 19

Review

Fill out the worksheet to help you remember the previous information

  • 6. Salutation
  • 7. 2 spaces
  • 8. Body
  • 9. 2 spaces

10.Body 11.2 spaces 12.Body 13.2 spaces

¶ Dear Mr Flintstone:¶ ¶ With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.¶ ¶ The order will be shipped within three days via UPS and should arrive at your store in about 10 days.¶ ¶ Please contact us again if we can help in any way.¶ ¶

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SLIDE 20

Review

Fill out the worksheet to help you remember the previous information

  • 14. Complimentary Close
  • 15. 4 spaces
  • 16. Writers Signature
  • 17. Writers Identification
  • 18. 2 spaces
  • 19. Reference Initials
  • 20. 2 spaces
  • 21. Notation

¶ Yours sincerely,¶ ¶ ¶ ¶ Kenneth Beare¶ Director of Ken's Cheese House¶ ¶ si¶ ¶ Enclosure: Invoice¶

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SLIDE 21

Punctuation Styles

  • DO NOT FORGET
  • 1. After the Salutation, add a colon (Ex; To Mr.

Falcon:)

  • 2. After the closure, add a comma (Ex; sincerely,)
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SLIDE 22

Block Style

  • Block Style with mixed

punctuation

  • Block Style:
  • All letter parts are aligned
  • n the left margin
  • Mixed Punctuation:
  • Colon follows the salutation
  • Comma follows the

Complimentary close

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si

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SLIDE 23
  • 1. What should be at the top of a

business letter, before the date?

a) Salutation b) Greeting c) Letterhead d) Reference Initials

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SLIDE 24
  • 2. What is the main text of the

letter called?

a) Notation b) Subject Line c) Body d) Writers Identification

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SLIDE 25
  • 3. The lower case initials at the end
  • f the letter are

a) An acronym b) The initials of the person who the letter is from c) The initials of the person the letter is to d) The initials of the person who typed the letter

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SLIDE 26
  • 4. How many spaces should be after

the Complimentary Close?

a) 2 b) 3 c) 4 d) 5

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SLIDE 27
  • 5. Which Style
  • f Letter

a) Block Style b) Modified Block Style c) Modified Block with Indented Paragraphs

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si

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SLIDE 28
  • 6. Which Style
  • f Punctuation

a) Open Punctuation b) Mixed Punctuation

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House si

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SLIDE 29
  • 7. Which Style
  • f Letter

a) Block Style b) Modified Block Style c) Modified Block with Indented Paragraphs

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

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SLIDE 30
  • 8. Which Style of

Punctuation

a) Open Punctuation b) Mixed Punctuation

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

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SLIDE 31
  • 9. Which Style
  • f Letter

a) Block Style b) Modified Block Style c) Modified Block with Indented Paragraphs

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si

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SLIDE 32
  • 10. Which Style
  • f Punctuation

a) Open Punctuation b) Mixed Punctuation

Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Director of Ken's Cheese House si