Business Letters

1
Business Letters

• Parts, Formatting, Style

2
Difference between a personal business letter and
business letter

• A business letter is almost always printed on
  letterhead that includes the return address.
• Therefore, the return address does not need to be
  keyed.

3
Letter Margins (page 1)

• TM Top Margin 2
• SM Side Margins default or 1
• BM Bottom Margins about 1

4
Date Line Attention Line

• Date Line
• Type the date the letter was typed.
• Spell out the month. DS
• Attention Line
• An attention line should be used only
• when the writer does not know the
• name of the person who should
• receive the letter.

5
Date Line Attention Line

• Attention Line
• Example
• Attention Human Resources Department
• When an attention line, the correct
• salutation is
• Examples
• Dear Ladies and Gentlemen
• To Whom It May Concern
• Dear Human Resources Department

6
Subject Line

• A subject line specifies the topic discussed in
  the letter.
• A subject line may or may not be used in all
  letters.
• Key the subject in ALL CAPS a DS below the
  salutation.

7
Reference Initials

• If someone other than the originator of the
  business letter keys it, his/her initials are
  keyed in lowercase letters at the left margin, a
  DS below the body.

8
Attachment/Enclosure Notations

• If another document is attached to a memo, the
  word Attachment is keyed at the left margin a
  DS below the reference initials (or DS below the
  last line of the body if reference initials are
  not used).

9
Attachment/Enclosure Notations

• If another document is included but not attached
  to the memo, the word Enclosure is keyed at the
  left margin a DS below the reference initials
  (or DS below the last line of the body if
  reference initials are not used).

10
Copy Notation

• A copy notation indicates that a copy of a letter
  is being sent to someone other that the
  addressee.
• Use c followed by the name of the person(s) to
  receive a copy.

11
Copy Notation

• Place a copy notation a DS below the enclosure
  notation or the reference initials if there is no
  enclosure.
• Example
• c Hector Ramirez
• Ursula O Donohue

12
Blind Copy Notation

• When a copy of a letter is to be sent to someone
  without disclosing to the addressee of the
  letter, a blind copy (bc) notation is used.
• When used, bc and the name of the person
  receiving the blind copy are keyed at the left
  margin a DS below the last letter part

13
Blind Copy Notation

• When used, bc and the name of the person
  receiving the blind copy are keyed at the left
  margin a DS below the last letter part only on
  the orginal.
• Example noted on original
• bc Arlyn Hunter
• Miguel Rodriguez

14
USPS Letter Address Style

• The letter address for any letter format may be
  keyed in uppercase and lowercase letters, or it
  may be keyed in ALL CAPS with no punctuation
  (USPS style).

15
Second-Page Heading

• Occasionally, a letter (or memo) will be longer
  than one page. Only p. 1 is keyed on letterhead
  all other additional pages should be keyed on
  plain paper.

16
Second Page Heading

• TM Top Margin 1
• SM Side Margins default or 1
• BM Bottom Margins about 1
• Include the name of the addressee, the page
  number, and the date.
• DS below the date before continuing the letter.