how to properly format business and friendly letters

How to Properly Format How to Properly Format Business and Friendly Business and Friendly

LettersLetters

Friendly LettersFriendly LettersFirst, insert the DATEFirst, insert the DATEEx. October 18, 2007Ex. October 18, 2007

ENTER 4 TIMES.ENTER 4 TIMES.

Inside AddressInside AddressNext, insert the inside address.Next, insert the inside address.

Example:Example:Mom and DadMom and Dad 2230 Pebble Drive2230 Pebble Drive Alabaster, AL 35007Alabaster, AL 35007

ENTER 2 TIMESENTER 2 TIMES

Salutation/GreetingSalutation/GreetingNext, insert the salutation/greeting.Next, insert the salutation/greeting.Example:Example:

““Dear Mom and Dad,”Dear Mom and Dad,”


BodyBody Insert the body.Insert the body.Example: Example:

““ College is so much fun! This week I College is so much fun! This week I met lots of new people. Classes are hard met lots of new people. Classes are hard and challenging, but I am getting through and challenging, but I am getting through them just fine. I have a lot of tests this them just fine. I have a lot of tests this upcoming week, so I will spend a lot of this upcoming week, so I will spend a lot of this week at the library. How is everything at week at the library. How is everything at home?”home?”


Body, cont.Body, cont. Enter 2 times between paragraphs. Enter 2 times between paragraphs. Example: Example:

“…“…How is everything at home?How is everything at home?

““ I went to a football game on Saturday. It was I went to a football game on Saturday. It was so much fun, but the student section was so much fun, but the student section was really loud and noisy. I went out to eat really loud and noisy. I went out to eat afterwards with some friends, and we went to afterwards with some friends, and we went to this great Mexican restaurant. I hope you can this great Mexican restaurant. I hope you can come see me soon, and I can show you the come see me soon, and I can show you the sights of the town.”sights of the town.”

Body, cont.Body, cont.Enter 2 times again before the closing Enter 2 times again before the closing

paragraph.paragraph.Example:Example:

“…“…the sights of town.the sights of town.

Thanks again for the money you sent last Thanks again for the money you sent last week. See you at Thanksgiving!”week. See you at Thanksgiving!”


ClosingClosingAfter entering twice, insert the After entering twice, insert the

closing.closing.

Example:Example:““With Love,”With Love,”

ENTER 4 TIMES!!!!!ENTER 4 TIMES!!!!!

Name & Address of WriterName & Address of WriterAfter entering 4 times, insert the After entering 4 times, insert the

name and address of the writer.name and address of the writer.Example:Example:

Todd JonesTodd Jones P.O. Box 3511P.O. Box 3511 Knoxville, TN 36211Knoxville, TN 36211

And your friendly letter is And your friendly letter is done!!!!done!!!!

Friendly Letter AssignmentFriendly Letter Assignment You are writing one of your good friends that lives in You are writing one of your good friends that lives in

another state.another state. In 3 paragraphs, tell them about your life. Current In 3 paragraphs, tell them about your life. Current

interests, hobbies, activities, likes, dislikes, etc. and interests, hobbies, activities, likes, dislikes, etc. and ask them questions so that they can write you back. ask them questions so that they can write you back.

Be sure to use the correct formatting we just Be sure to use the correct formatting we just discussed. Use your example for help!!discussed. Use your example for help!!

When you are finished, SAVE!!!!When you are finished, SAVE!!!!

Business LettersBusiness LettersStart the letter with the date at the Start the letter with the date at the

top.top.Example:Example:

October 18, 2007. October 18, 2007.

ENTER 4 TIMES!!!!ENTER 4 TIMES!!!!

Inside AddressInside AddressNext, insert the inside address.Next, insert the inside address.

Example:Example:Mr. John SmithMr. John Smith 34 West Street34 West Street New York, NY 10021New York, NY 10021


Salutation/GreetingSalutation/GreetingNext, insert the salutation/greeting.Next, insert the salutation/greeting.Example:Example:

““Dear Mr. Smith:”Dear Mr. Smith:”What’s the difference between the What’s the difference between the

friendly letter salutation/greeting and friendly letter salutation/greeting and the business letter salutation/greeting??the business letter salutation/greeting??


BodyBody Insert the body.Insert the body.Example: Example:

““Thank you for your inquiry regarding Thank you for your inquiry regarding employment with our firm.”employment with our firm.”


Body, cont.Body, cont.““We will retain your resume in our files We will retain your resume in our files

in the event that an opening occurs in in the event that an opening occurs in your field. Your interest in our your field. Your interest in our organization is very much appreciated. organization is very much appreciated. We hope to be able to offer you a We hope to be able to offer you a position at another time, and we are position at another time, and we are returning your paperwork to you.”returning your paperwork to you.”

Enter 2 times between paragraphs.Enter 2 times between paragraphs.

ClosingClosing““Sincerely,”Sincerely,”

Enter 4 times.Enter 4 times.

Name & Title of WriterName & Title of WriterExample:Example:

Carol B. ReinCarol B. ReinPersonnel ManagerPersonnel Manager


Reference Initials of WriterReference Initials of WriterExample:Example:

““CBR”CBR”


EnclosureEnclosureThe enclosure is optional. The enclosure is optional. You would only write “enclosure” if You would only write “enclosure” if

there is a document enclosed with there is a document enclosed with the letter.the letter.

Differences between lettersDifferences between lettersDifferences:Differences:

The language used in the body.The language used in the body.The comma or the colon after the The comma or the colon after the

salutation/greeting.salutation/greeting.Indention at the beginning of the Indention at the beginning of the

paragraph.paragraph.Ending of the letter—address in friendly Ending of the letter—address in friendly

letter, reference initials, name & title, letter, reference initials, name & title, enclosure in the business letterenclosure in the business letter

SimilaritiesSimilaritiesSpacingSpacingMost of the same parts of the letterMost of the same parts of the letter

Friendly Letter or Business Friendly Letter or Business Letter?Letter?

Dear Johnny,Dear Johnny,

Friendly LetterFriendly Letter

John R. SmithJohn R. SmithVice PresidentVice President

• Business LetterBusiness Letter



““ We are not going to the park this We are not going to the park this weekend because John is sick. Next weekend because John is sick. Next weekend we will plan another trip.”weekend we will plan another trip.”

Friendly letterFriendly letter


Sincerely,Sincerely,

John SmithJohn SmithManagerManager

JRSJRS

o Business LetterBusiness Letter


““We have been working around the clock We have been working around the clock to try to improve your company. We to try to improve your company. We have been creating multiple have been creating multiple spreadsheets for your accounts…”spreadsheets for your accounts…”



John R. SmithJohn R. Smith

JRSJRS

EnclosureEnclosure



““Dear Mr. Smith:”Dear Mr. Smith:”

Business LetterBusiness Letter


Sincerely,Sincerely,

John SmithJohn Smith1237 Treemont Way1237 Treemont WayNew York, NY 10023New York, NY 10023

• Friendly LetterFriendly Letter

Definitions to know!Definitions to know!SalutationSalutation

greetinggreeting

Definitions to know!Definitions to know! Inside AddressInside Address

This includes the name and address of This includes the name and address of the business or person to whom the the business or person to whom the letter is being sent.letter is being sent.

Definitions to know!Definitions to know!Complimentary ClosingComplimentary Closing

Phrase like Yours truly, or Sincerely,Phrase like Yours truly, or Sincerely,

The END of Business & Friendly The END of Business & Friendly letters!!!!letters!!!!

Be sure that you can recognize the Be sure that you can recognize the difference between the two types of difference between the two types of letters!!!letters!!!

You should be able to label the parts You should be able to label the parts of each letter.of each letter.

MemosMemos A memo is a business document that is A memo is a business document that is

used to correspond INTERNALLY within an used to correspond INTERNALLY within an organization.organization.

They are short and are written to get They are short and are written to get someone to do something or inform them someone to do something or inform them about important information.about important information.

Tend to be less formal than letters and Tend to be less formal than letters and reports—may be written in conversational reports—may be written in conversational voicevoice

When printed, memos are initialed with When printed, memos are initialed with black or blue ink by the sender next to the black or blue ink by the sender next to the sender’s typed name.sender’s typed name.

Memos, cont.Memos, cont.The easiest way to type a memo is to The easiest way to type a memo is to

use the templates on Microsoft Word.use the templates on Microsoft Word.H:\BTA\To find a memo H:\BTA\To find a memo template.doctemplate.doc

Memo ExampleMemo Example..\Word It!\..\Word It!\COUNCIL.docCOUNCIL.doc

Definitions to know!Definitions to know!RE from a memoRE from a memo

““In reference to” or “subject”In reference to” or “subject”

Definitions to know!Definitions to know!CC from a memoCC from a memo

Courtesy copyCourtesy copy

Memo AssignmentMemo Assignment TYPE THESE TWO MEMOS:TYPE THESE TWO MEMOS: You are a CEO of a big company. Lately, a You are a CEO of a big company. Lately, a

lot of your employees have been showing lot of your employees have been showing up late to work. Write a memo to your up late to work. Write a memo to your employees addressing the issue and how it employees addressing the issue and how it affects your company and your customers.affects your company and your customers.

You are Mr. Thomas. Write to the teachers You are Mr. Thomas. Write to the teachers at THS telling them how they can make at THS telling them how they can make Thompson High School a better place for Thompson High School a better place for students (you can be creative with this one! students (you can be creative with this one! It doesn’t necessarily need to be realistic). It doesn’t necessarily need to be realistic).

how to properly format business and friendly letters

Documents