Business Correspondence
Objectives
Submit business correspondence assignments using acceptable practices for format and appearance. Choose the appropriate type of correspondence based on a situation. Construct effective business letters that properly address each situation while maintaining favorable relationships. Apply the “rules for letters.”
Business Correspondence Writing Identify
the name of the person you are writing. Focus the reader’s attention with a brief opening Maintain the “you” viewpoint
Letter Style
Letter Items to Consider Readers
form impressions early. Readers may not finish reading a letter when presented with negative information first. Future business relationships may be jeopardized.
Department of Agricultural Information Science and Education Box 9731 Mississippi State, MS 39762 (662) 325-3326 Current Date
Full Block Modified Block
Ms. Samantha Warsaw P.O. Box 3456 Mississippi State, MS 39762
Full Block Style
Dear Ms. Warsaw: Open with a short paragraph and identify your subject and focus its relevance for the reader. Follow with one or more longer paragraphs. Conclude with a short paragraph letting the reader know what they should do next or establish goodwill or both. Sincerely, Matthew Singletary
1
Department of Agricultural Information Science and Education Box 9731 Mississippi State, MS 39762 (662) 325-3326 Current Date Ms. Samantha Warsaw P.O. Box 3456 Mississippi State, MS 39762
Modified Block Style
Parts of a Business Letter
Dear Ms. Warsaw: Open with a short paragraph and identify your subject and focus its relevance for the reader. Follow with one or more longer paragraphs.
Refer to 3203 Web site for format examples, punctuation, and spacing specifics
Conclude with a short paragraph letting the reader know what they should do next or establish goodwill or both. Sincerely,
http://www.ais.msstate.edu/AEE/Tutorial/busletters.html
Matthew Singletary
Inside Address
Heading For Modified Block Style.
If not using letterhead, begin writer’s full address at the horizontal center of the page. Insert date beneath the last line of the address or letterhead.
For long letters
For short letters
– 2 spaces below the date
For Full Block Style.
– 4 spaces below the date
Insert date two spaces below the last line of the letterhead or writer’s address.
– full name – title – full address (including zip)
For All Styles.
Include the reader’s
Spell out street, avenue, first, west, etc. Spell out the name of the state or use the U.S. Postal Service abbreviations.
Salutation - “Dear ____:”
– may write to an organization saying anyone can answer but may want a particular individual to handle the matter
Reference line – used when referring to a memo or letter you have received before
Two spaces below the inside address, left aligned
Attention line
Recipient’s title and last name: – Mr., Ms., Dr., Captain, Professor
No name or title? Avoid “To Whom It May Concern”
Subject line – Attention: Customer Relations Department – Subject: Defective parts for SL-100 Calculators
2
Body
Complimentary Closing
Two spaces below the salutation
Two spaces below the body
Spacing
Use standard expression
– Single space within paragraphs – Double space between paragraphs
» Sincerely, » Sincerely yours, » Truly yours,
Opening Closing Position of emphasis
Full name (four spaces below) Business title (if appropriate) Full Block at left margin Modified Block at horizontal center
A second page?
Additional information?
Always carry at least 2 lines over Use plain paper of same quality Include a heading with:
CBG:pbg
Current Date Ms. Samantha Warsaw P.O. Box 3456 Mississippi State, MS 39762 Dear Ms. Warsaw:
Letterhead or Heading
Inside Address Salutation
Matthew Singletary
Body
Ms. Jowella Biedenharn Ms. Loraine Roselle Dr. Lloyd Woods Dr. Eloise Roberts
Types of Business Letters
Date
Follow with one or more longer paragraphs.
Sincerely,
Copy notation cc:
Open with a short paragraph and identify your subject and focus its relevance for the reader.
Conclude with a short paragraph letting the reader know what they should do next or establish goodwill or both.
Enclosure notation Enclosure: Resume Enclosures (2)
– Recipient’s name – Page number – Date
Department of Agricultural Information Science and Education Box 9731 Mississippi State, MS 39762 (662) 325-3326
Typist’s initials
Complaint Adjustment Refusal Inquiry Transmittal Application*
Complementary Close
3
Complaint Letter Open with information about the transaction Provide an explanation Use a positive conclusion that requests action Include copies of support information if applicable
Adjustment Letter
– Problem – How you intend to make adjustment – The positive benefits
Express appreciation Close pleasantly
Refusal Letter
An adjustment letter that says “no” Requires a buffer beginning Review of the facts Indicate why you must decline the request Use positive closing
Convey as positive information Provide an explanation
Inquiry Letter
Keep questions specific and clear so reader will know immediately what information you are seeking, why you are seeking it, and how you will use it Offer inducement for the reader to respond Promise confidentiality (where appropriate) Express appreciation
Guidelines
Identify the Type of Business Letter Appearance – Paper quality – Framed
Check for accuracy – Contents – Form
Refer to the table on
“Types of Business Letters” http://www.ais.msstate.edu/AEE/Tutorial/letter_ta ble.html
Determine format – Full block – Modified block
4
Appearance Standards
Paper Weight
Format Paper weight Paper size Print quality Letterhead Paper quality
20# 24# Others
Print Quality Laser print is the accepted standard Some inkjet printers approach laser quality Dot matrix is unacceptable
Letterhead Official stationery of a business or organization Wordmark, logo, and/or communication information Always use with business letters Never use your business letterhead for letters of application
– Personal letterhead is acceptable
Paper Quality
High quality paper has some “rag” content – Example: 25% linen or 25% cotton
Application
Follow accepted formats for business letters
Watch for watermarks and print on the correct side to read the watermark
5
Evaluation Letter of Application Assignment Quiz
6