How Do I Write a Friendly Letter

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How do I write a business letter?
Presentation by Barbara Cloninger-June, 2004 Quiz
by Vanda Sue Bell-September, 2005
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The business letter is the type of letter you
might write to a company to complain about a
product, seek claim repair or replacement under
warranty, or to request information. The
language is very concise and the grammar is
written correctly because the letter needs to be
read by the company quickly. The company needs
to understand the message that the writer is
sending, whether it is a complaint, a request for
information, or some other communication. The
tone of the letter can be as important as it
precision. Be sure to communicate your
information in a manner appropriate to the
situation. For example register a complaint
dont whine.
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3400 Werner Drive Charlotte, N. C. 28164 October
2, 2009
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, N. C. 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling.
Sincerely, Lee
Chin Lee Chin
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There are six parts to a business letter.
Heading
Inside Address
Salutation
Body
Closing
Signature
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311 East Duke Street Stanley, N.C. 28164 October
2, 2009
Heading (your addrsss) Return address
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, N. C. 28801
Inside Address The address of the company you are
writing to.
Dear Sir or Madam Dear Dr. James Smith
Salutation
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling. Sincerely, Le
e Chin Lee Chin
Closing
Signature
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Street Address City, State Zip Month Day,
Year
Heading Return Address
The first part of a business letter is called the
heading and includes the writers address 1st
lineyour street address 2nd line---city, state
zip code 3rd line----Month, day Year
October 2, 2009 is written in the upper
right-hand corner of the page.
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Inside Address

• The inside address gives the name and address of
  the person/company you are writing to
• If you are directing your letter to someone by
  name always use titles ex. Mr., Ms., Mrs., or
  Miss, preceded by a colon ()
• or a professional title (such as Mrs. S. Butler,
  Principal Mr. Smith, Business Manager or Dr.
  John Smith, Professor )
• If you dont have a persons name, use a business
  title (such as Refunds Department or Editor in
  Chief).

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Types of Business Letters

• The Request or Order Letter. In a request letter,
  you ask for specific information about a product
  or service. An order letter tells a business
  about a product or service you want (such as a
  free brochure). Be sure to include all important
  information (such as the item number, size,
  color, brand name, and price).
• The Complaint or Adjustment Letter. When you
  write a complaint or adjustment letter, you state
  a problem and how you think it should be
  corrected.

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The closing and signature are the last parts on
the business letter. Your closing might
be Sincerely, Yours
truly, Respectfully yours, The closing is
lined up directly under heading. It begins with
a capital letter and ends with a comma. The
signature is your name written directly under the
closing.
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Addressing an Envelope
Mr. Lee Chin 3400 Werner St. Charlotte, N. C.
81642
Address of the sender
Mr. Warner Customer Educational Department 1632
5th Street Ashville, N. J. 28810
Address of the receiver Inside address
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Click on the correct greeting!
dear Dr. Phil
Dear Dr. Phil,
Dear Dr. Phil
dear Dr. phil,
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Sorry! Try again!
Click Slide 12 here to go back!
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The greeting uses two capital letters and a
comma!
Dear dr. Phil
Dear Phil
Dear Dr. Phil
dear dr. phil
Click for NEXT question!
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Click on the correct closing!
yours truly
Yours truly,
Friend,
your friend,
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Sorry! Try again!
Click Slide 15 here to go back!
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The closing has one capital letter and a comma!
yours truly
Yours truly,
Friend,
your friend,
Click for NEXT question!
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What is found in a business letter that is not
in a friendly letter?
Signature
Closing
Heading
Inside Address
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Sorry! Try again!
Click Slide 18 here to go back!
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What is found in a business letter that is not
found in a friendly letter?
Inside Address
Click for NEXT question!
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3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling. Sincerely, Lee
Chin Lee Chin
21
3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling. Sincerely, Lee
Chin Lee Chin
22
3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling. Sincerely, Lee
Chin Lee Chin
23
3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling.
Sincerely, Lee Chin Lee Chin
24
3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling.
Sincerely,
Lee Chin Lee Chin
25
3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Name the highlighted letter part!
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801
body
Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling.
Sincerely,
Lee Chin Lee Chin
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3400 Werner Drive Charlotte, NC 28164 October
28. 2008
Heading
Customer Service Department Barton Educational
Products 1632 5TH Street Asheville, NC 28801da
Inside address
body
Greeting
Dear Mr. Warner or Dear Sir or Madam
I am returning science kit 609 that was
delivered yesterday. It arrived with a broken
microscope. Please replace the kit or refund my
purchase price of 69.95 plus 4.30 that I paid
for postage and handling. body
closing
Yours truly,
Lee Chin
signature
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Address of the sender
Address of the receiver