The Business Letter

1
The Business Letter

• Rich Greco

• Acceptable Format of the Business Letter

2
In General It Should

• Show an Attractive Letterhead

• Be Symmetrical and Balanced

• Contain
• Proper Grammar
• Correct Spelling
• Logically Correct Sentences

3
The Letterhead

• Should Contain Your
• Name
• Address
• Phone Number
• E-mail
• Fax Number

• And
• Have a Bottom Border (which is no more than 2
  inches below the margin)

4
The Letter

• The letter has six (6) parts

• 1. The Dateline

2. The Inside Address
3. The Salutation
4. The Message (body of the letter)

• 5. The Complimentary Close

• 6. The Signature Block

5
The Dateline
?The Date

• Month written out, e.g., August 12, 2002

• 2 to 6 lines below the border of the Letterhead
  (This allows the writer to adjust for balance)

6
The Inside Address

• The Inside Address should be basically what will
  appear on the envelope (outside address)
• 3 to 8 lines below the Dateline (allows for
  balance adjustment)
• It should include
• Courtesy Title and Full Name
• Business Affiliation
• Full Geographical Location

e.g. Mrs. June Smith PresidentJunes Bakery14
Egg RoadSweetness, NJ 15437
7
The Salutation

• Say Hello to the person
• Dear Mrs. Smith,
• Dear Mr. Jones,
• (exactly) 2lines below the inside address

8
Message (body of the Letter)

• ? 2 lines below the Salutation

? Single Spaced
? Blank Line Between Paragraphs
? Say what you have to say!
9
Complimentary Close

• (exactly) 2 lines below the last line of the
  message

? For Example

• Sincerely,

• Yours Truly,

? Say Goodbye
10
The Signature Block

• ?Leave at least 3 blank lines (for the actual
  signature)

?Key Your Name (as you will sign it)

• ?If You Like, Key Your Title Under Your Name

Finished
11
The End

• A Typical Business Letter is attached to the back
  of the Handouts.
• Identify each of the items making up the letter