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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 letters? The key to communication Business to Business Individual to Business Business to Individual Accomplish a goal Earn a business respect Get what we

  1. Business Letters Mr. Gordon

  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!

  3. Reasons for writing letters • I am writing to… • inquire about … • apologize for …

  4. Reasons for writing letters Requests • Could you possibly? • I would be grateful if you could…

  5. Reasons for writing letters Agreeing to Requests • I would be delighted to …

  6. Reasons for writing letters Giving Bad News • Unfortunately … • I am afraid that …

  7. Step 1 – Letterhead or Typed Heading Company Letterhead Typed Heading • Consists of a typed • Includes logo, slogan, or return address other identifying items • Should also include the • Address, phone number, name of the sender and other contact • Email, phone, etc. information • Use a 2 inch top margin • Use a 1 inch top margin and 1 inch side margins and 1 inch side margins Open a new document and create a typed heading now.

  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

  9. Step 2 - Date • Immediately Student Name¶ Ken's Cheese House under the heading 34 Chatley Avenue • Type today’s date Seattle, WA 98765 February 30, 2020 ¶ • Then press Enter ¶ 4 times ¶ ¶ ¶

  10. Step 3 – Inside Address • Inside Address is who February 30, 2020 ¶ ¶ the letter is TO Fred Flintstone ¶ • Type the name and Sales Manager ¶ address of the person Cheese Specialists Inc. ¶ the letter is to 456 Rubble Road ¶ Rockville, IL ¶ • Include position and ¶ company name ¶ • Press Enter twice (DS)

  11. Step 4 – Salutation or Greeting • After the Inside Fred Flintstone¶ Sales Manager ¶ Address and a Cheese Specialists Inc. ¶ double space 456 Rubble Road ¶ • Type the Salutation Rockville , IL ¶ or Greeting ¶ • Press Enter 2 times Dear Mr. Flintstone: ¶ ¶ ¶

  12. Step 5 - Body • After the Salutation Dear Mr. Flintstone:¶ ¶ and a double space With reference to our telephone conversation today, I am writing to • Type the body of confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 ¶ ¶ the letter The order will be shipped within three • Double Space days via UPS and should arrive at your store in about 10 days. ¶ between paragraphs ¶ Please contact us again if we can help • Double Space at the in any way. ¶ ¶ end

  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. ¶ ¶ ¶

  14. Part 6 – Complimentary Close • Type the Please contact us again if we can help in any way. ¶ Complimentary ¶ Close Yours Sincerely, • Press Enter 4 times ¶ • The writers ¶ ¶ signature goes here ¶

  15. Part 7 – Writer’s Identification • Make sure there are Yours sincerely, ¶ ¶ 4 spaces after the ¶ Complimentary ¶ Close Student Name¶ • Type the Writer’s Director of Ken's Cheese House ¶ Identification ¶ including position • Press Enter twice

  16. Part 8 – Reference Initials • Type reference initials Kenneth Beare ¶ • Reference initials Director of Ken's Cheese House ¶ are the initials of ¶ the person typing si¶ the letter. ¶ • They are always lower case

  17. Part 9 – Notation (optional) • Notations include who Cheese House ¶ copies are being sent ¶ to or other items si¶ enclosed in the letter. • Notations are a double ¶ space below the Enclosure: Invoice reference initials

  18. Review Fill out the worksheet to help you remember the previous information Student Name¶ 1. Typed heading Ken's Cheese House¶ 34 Chatley Avenue¶ 2. Date Seattle, WA 98765 ¶ February 30, 2020 ¶ 3. 4 spaces ¶ ¶ ¶ 4. Inside Address Fred Flintstone¶ Sales Manager¶ 5. 2 spaces Cheese Specialists Inc.¶ 456 Rubble Road¶ Rockville, IL¶ ¶

  19. Review Fill out the worksheet to help you remember the previous information 6. Salutation ¶ Dear Mr Flintstone:¶ 7. 2 spaces ¶ With reference to our telephone conversation 8. Body today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.¶ 9. 2 spaces ¶ The order will be shipped within three days 10.Body via UPS and should arrive at your store in about 10 days.¶ 11.2 spaces ¶ Please contact us again if we can help in any way.¶ 12.Body ¶ 13.2 spaces

  20. Review Fill out the worksheet to help you remember the previous information 14. Complimentary Close ¶ Yours sincerely,¶ 15. 4 spaces ¶ ¶ 16. Writers Signature ¶ 17. Writers Identification Kenneth Beare¶ Director of Ken's Cheese House¶ 18. 2 spaces ¶ si¶ 19. Reference Initials ¶ 20. 2 spaces Enclosure: Invoice¶ 21. Notation

  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,)

  22. Student Name Block Style Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 February 30, 2020 Fred Flintstone • Block Style with mixed Sales Manager Cheese Specialists Inc. punctuation 456 Rubble Road Rockville, IL • Block Style: Dear Mr Flintstone: • All letter parts are aligned With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 on the left margin The order will be shipped within three days via UPS and should arrive at your store in about 10 days. • Mixed Punctuation: Please contact us again if we can help in any way. • Colon follows the salutation Yours sincerely, • Comma follows the Complimentary close Kenneth Beare Director of Ken's Cheese House si

  23. 1. What should be at the top of a business letter, before the date? a) Salutation b) Greeting c) Letterhead d) Reference Initials

  24. 2. What is the main text of the letter called? a) Notation b) Subject Line c) Body d) Writers Identification

  25. 3. The lower case initials at the end of 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

  26. 4. How many spaces should be after the Complimentary Close? a) 2 b) 3 c) 4 d) 5

  27. 5. Which Style Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 of Letter February 30, 2020 a) Block Style Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: b) Modified Block With reference to our telephone conversation today, I am writing to Style 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. c) Modified Block Yours sincerely, with Indented Kenneth Beare Paragraphs Director of Ken's Cheese House si

  28. 6. Which Style Student Name Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 of Punctuation February 30, 2020 a) Open Punctuation Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: b) Mixed With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 Punctuation 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

  29. 7. Which Style Student Name Ken's Cheese House 34 Chatley Avenue of Letter Seattle, WA 98765 February 30, 2020 Fred Flintstone a) Block Style Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone b) Modified Block With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 Style 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 c) Modified Block with Indented Kenneth Beare Director of Ken's Cheese House Paragraphs si

  30. 8. Which Style of Student Name Ken's Cheese House 34 Chatley Avenue Punctuation Seattle, WA 98765 February 30, 2020 Fred Flintstone a) Open Punctuation Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone b) Mixed 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 Punctuation 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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