Business letter M. van Eijk

WRITING A WRITING A BUSINESS LETTERBUSINESS LETTER

Why?Why? Suggestions/RequestsSuggestions/Requests ComplimentsCompliments ComplaintsComplaints Rebates/OffersRebates/Offers Subscriptions/CancellationsSubscriptions/Cancellations Questions/CommentsQuestions/Comments

FORMATTINGFORMATTING Business letters should be Business letters should be

typedtyped They should not include They should not include

spelling-mistakes.spelling-mistakes. All typing begins at the left All typing begins at the left

marginmargin Use formal language.Use formal language.

HEADINGHEADING Begin typing the letter head Begin typing the letter head

on the left-hand side of the on the left-hand side of the pagepage

The heading includes The heading includes youryour address.address.

Skip one lineSkip one line

J. Bieber School

27 Penny Lane

London

Great Britain

M25 2ED

Letter head

Date

Do not refer to a city or town: this is not a Dutch business letter!

Months of the year with a capital letter:

January, February, March, April, May, June, July, August, September, October, November, December.

Skip one line

J. Bieber School

27 Penny Lane

London

Great Britain

M25 2ED

5 December 2015 DATEDATE

Letter head

INSIDE ADDRESSINSIDE ADDRESS

Write the name of the company and its Write the name of the company and its address.address.

ATTENTION OF > if you want to send this ATTENTION OF > if you want to send this letter to a specific person you may use letter to a specific person you may use this line ‘for the attention of’ above the this line ‘for the attention of’ above the inside address or use the abbreviation inside address or use the abbreviation ‘attn’ before writing the person’s name.‘attn’ before writing the person’s name.

Type the Postal code or zipcode below the Type the Postal code or zipcode below the country reference (Same as Letter head).country reference (Same as Letter head).


J. Bieber School

27 Penny Lane

London

Great Britain

M25 2ED

5 December 2015

Inside Address

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Reference lineReference line The reference line on a business letter is a statement

describing the main focus of the letter, a number for an account, invoice, etc. or a reference to previous correspondence. Examples: RE: Request for refund, order number 12345 Ref: Black Arrow refill number XF8910 REF: Case Number JFL4321 The reference line

is optional but can be important for the recipient if an account, invoice, claim, proposal, document number of any kind is the subject of the letter. The reference line is placed between the inside address block and the Dear..., leaving blank lines between each.


J. Bieber School

27 Penny Lane

London

Great Britain

M25 2ED

5 December 2015

Reference line

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Ref: your letter of 31 July 2015

SALUTATIONSALUTATION Type the salutation at the left-Type the salutation at the left-

hand margin.hand margin. Begins with the word “Dear” Begins with the word “Dear”

and is followed by “Mr.” or and is followed by “Mr.” or “Mrs.” and last name.“Mrs.” and last name.

Place a colon after the Place a colon after the person’s name.person’s name.

When a Name Is Known•If the name of the individual to whom you are writing is known, always use it. It is wise to discover the name of the individual who heads the department to which the letter is being directed. Often a phone call or e-mail to the company or a quick search of a company's website will reveal the name you need.

•A personal friend or close business associate may be addressed on a first name basis, such as Dear Amy:

•If marital status is known, use it, as in Dear Mrs. Smith: or Dear Miss Jones:

•When marital status is not specified, use Ms., as in Dear Ms. White:

•For gentlemen, use Dear Mr. Baker: or Dear Sir Elton John

Salutation

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Ref: your letter of 31 July 2015

Dear Mrs. O. Kay

BODY - FormatBODY - Format Skip one line after the salutation.Skip one line after the salutation. DO NOT indent each new DO NOT indent each new

paragraph. paragraph. Double space between Double space between

paragraphs.paragraphs. Keep paragraphs short for easy Keep paragraphs short for easy

reading.reading. The body of a business letter has The body of a business letter has

a specific ordera specific order

BODY – 1BODY – 1stst Paragraph Paragraph May only be two sentences long:May only be two sentences long: Who you are (in relation to the Who you are (in relation to the

company – make them company – make them understand why they should understand why they should listen to you) listen to you)

Reason(s) you are writing Reason(s) you are writing (complaint, compliment, request (complaint, compliment, request information, etc.)information, etc.)

Free Communications

27 Penny Lane

London

Great Britain

M25 2ED

5 December 2015

1st Paragraph

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Dear, Mrs. O. Kay

I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company.

BODY – Middle ParagraphsBODY – Middle Paragraphs

Middle Body Paragraphs: Middle Body Paragraphs: Thoughts, suggestions, Thoughts, suggestions, compliments, or compliments, or complaints about the complaints about the topic – ONE IDEA per topic – ONE IDEA per paragraphparagraph

J. Bieber School

27 Penny Lane

London

Great Britain

M25 2ED

5 December 2015

Middle Paragraphs

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Dear Mrs. O. Kay,

,Iam a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company.

I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students. By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it.

BODY – Last ParagraphBODY – Last Paragraph

Last paragraph: Last paragraph: Thanks for time & Thanks for time &

considerationconsideration Request for Request for

acknowledgementacknowledgement Necessary contact Necessary contact

informationinformation

5 December 2015

LastParagraph

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Dear Mrs. O. Kay,

,

Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397.



ClosingClosing Skip one line after the body.Skip one line after the body. Capitalize only the first word.Capitalize only the first word. Follow with a commaFollow with a comma Business letter closing words:Business letter closing words:

Yours faithfully, Yours sincerely, Yours faithfully, Yours sincerely,

Yours TrulyYours Truly

ClosingYours sincerely,

5 December 2015

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Dear Mrs. O. Kay,

:




SignatureSignature ““RETURN” four times.RETURN” four times. Type your full name.Type your full name. Between your closing and Between your closing and

your typed name, your typed name, signsign your your full name, preferably with full name, preferably with blue inkblue ink..

Yours sincerely, J. Bieber School

5 December 2015

Blueberry Group

Attn. Mrs. O. Kay

34 Drury Lane

Manchester

Great Britain

W34 4GH

Dear Mrs. O. Kay,




SignatureMrs. C. BAKER

Teacher of domestic science

Cookie Baker

Typed NamePosition(functie)

Once you have revised, Once you have revised, edited, and re-drafted your edited, and re-drafted your letter several times, you letter several times, you are ready to mail it.are ready to mail it.