EL-108-THE-ESSENTIALS-OF-BUSINESS-LETTER.pptx

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1. The Essentials Of Business Letters Week 3 Risha Mae G. Alfaro Marco Rigor P. Tabuzo

2. Intended Learning Outcomes: Enumerate and explain the arts of a letter. Explain the reasons, ways, format, and appearances of a letter. Identify the ways in organizing a standard Business letters.

3. Have you heard the term… “Business Letter”?

4. Parts of a letter A letter contains many parts, each of which contributes to your overall message. Readers look for certain information in key places.

5. Parts of a letter Heading The heading of a letter may be either your company’s letterhead or your full return address.

6. Parts of a letter 2. Date Line Try to leave four lines below the letterhead before the date line. Spell out the name of the month in full. Different cultures express dates in different ways.

7. Parts of a letter 3. Inside Address The address of the recipient Always placed against the left margin, two lines below the date line.

8. It contains name, title (if any), company, street address, city, state, and zip code of the person to whom you are writing. Don’t use any punctuation at the end of the lines.

9. 4. Salutation Two spaces below the inside address includes your salutation or greeting. Begin with Dear , and then follow with a courtesy title, the reader’s last name, and a colon (Dear Mr. Brown:). Parts of a letter

10. 5. Body of the Letter The body of the letter, two spaces below the salutation, contains your message. Keep your sentences concise, and try to hold your paragraphs to less than seven lines. Parts of a letter

11. 6. Complimentary Close A close, two lines below the last line of your message, is equivalent of a formal goodbye. For most business correspondence, use one of these standard closes: Sincerely, Respectfully, Sincerely yours, Parts of a letter

12. 7. Signature Allow four spaces between the complimentary close and your typed name and title so that your signature will not look squeezed in. Always sign your name in black ink. Parts of a letter

13. 8. E nclosure Line The enclosure line informs the reader that additional materials (such as brochure, diagram, form, contract, or proposal) accompany your letter. Parts of a letter

14. 9. Copy Notation The abbreviation cc: two c’s followed by a colon—informs your reader that a copy of your letter has been sent to one or more individuals. Parts of a letter

15. Letters in the age of internet Even in this age of the Internet, letters are vital in the world of work. A professional-looking letter is one of the most significant symbols in business world for the following reason:

16. Letters represent your company’s public image and your competence. Carefully written letters create goodwill and make a positive impression on readers. Letters in the age of internet

17. 2. Letters are far more formal, in tone and structure than other types of business communication. Letters in the age of internet

18. 3. Letters constitute an official legal record of an agreement. Your company is accountable for such written commitments. Letters in the age of internet

19. 4. Unlike emails, many businesses require that letters are routed through channels before they are sent out. Depending on the content, a company’s legal, finance, human resources, purchasing, planning, or IT departments may need to review and authorize. Letters in the age of internet

20. 5. Letters are more substantial and secure than emails. They are vital record of a company’s business, and provide a documented hard copy and paper trail that is not easily deleted as emails. Letters in the age of internet

21. 6. A letter is the official and expected medium through which important hard copy documents and enclosures (contracts, specifications, proposal) are sent to readers. Letters in the age of internet

22. 7. Because readers receive far fewer letters than emails, letters often get higher priority; readers tend to pay more attention to them. It is a physical, tangible document whereas an email can be missed or confused with spam. Letters in the age of internet

23. 8. Letters are far more personable than emails or other e-communications. Letters, show readers that the writer has taken time to send them personalized message. Unlike an email which might be sent to hundreds of individuals. Letters in the age of internet

24. 9. A letter is still the most formal and approved way to conduct important business with many international audiences. Readers see a letter as more polite and honorable than email for initial contacts and even for subsequent business communications. Letters in the age of internet

25. 10. A hard copy letter is confidential. Emails are sent over the internet, which is far less secure than letters, which come sealed in a stamped envelope. Letters in the age of internet

26. Different ways to send letters Sending a hard copy letter continues to be the most formal way to communicate with your audience. But it is not the only way; your company may ask you to use one of the following options to send letter in addition to the hard copy version you send out:

27. Different ways to send letters As an attachment to an email. You can create a digital copy of your letter (such as a PDF file), either directly form your word processing program or by scanning your signed copy.

28. Different ways to send letters 2. Through posting on the company’s website or social media platforms. This method is often used for letters that are considered open letters , that is, addressed to a company’s own employees or to their customers.

29. Different ways to send letters 3. In the body of an email. This is just as direct as sending a letter as an attachment to an email and has the same benefit of timeliness. It can be used as an additional way of ensuring a message is delivered to a specific individual.

30. Different ways to send letters 4. By fax. ( Fax (short for facsimile) is a telecommunications technology that allows users to transmit copies of printed or handwritten documents over phone lines.) Sending a letter by fax is both fast and an additional way of ensuring the message is delivered, because it is sent to a recipient’s specific fax number.

31. Letter formats Refers to the way your letter looks on the page (whether in print on a screen) —where you indent and where you place certain kinds of information.

32. Letter formats Full-Block Format In full-block format, is flush against the left margin, double-spaced between paragraphs. Many employers prefer this format when your letter is on letterhead stationery.

33. Letter formats Full Block Letter Format: All elements (date, address, salutation, body, closing, signature) are aligned to the left margin. No indentations are used. Suitable for formal and business-to-business communications.

34. Letter formats 2. Modified-Block Format Though used less frequently than the full-block format, the modified-block is a format an employer may ask you to utilize.

35. Letter formats Modified Block Letter Format: Date and address are aligned to the right margin. Body text is aligned to the left margin. Closing and signature are aligned to the right margin. Suitable for formal and business communications.

36. Letter formats 3. Semi-Block Format Though, again, not as frequently used as full-block format, the semi-block format is a template you may be called upon to use in the world of work.

37. Letter formats Semi-Block Letter Format: Date and address are aligned to the right margin. Body text is indented (usually 5-7 spaces). Closing and signature are aligned to the left margin. Suitable for less formal business communications and personal letters.

38. The appearance of a letter The way your letter looks can determine how readers will respond to your message. Here are some tips on how to format and produce professional-looking letters:

39. The appearance of a letter 1. If you are printing your letter, use a high-quality printer, and check ink or toner cartridge levels to avoid sending fuzzy, faint, or messy letter.

40. The appearance of a letter 2. Stay away from fancy fonts and scripts. Use the business-like Times New Roman or Arial. 3. Consider using templates to help format and design your letters. 4. Leave generous margins of at least 1 to ¼ inches all around your message.

41. The appearance of a letter 5. Leave double line spaces between key parts of a letter—the date line, the salutation, copy notation, and enclosure—but leave four lines between the letterhead and date as well as the complimentary close and your typed signature.

42. The appearance of a letter 6. Single-space within each paragraph, but double-space between paragraphs. 7. Avoid crowding too much onto one page. 8. Be careful about lopsided letter.

43. The appearance of a letter 9. Use Print Preview to see an image of your letter before you print a hard copy or create a digital version of it. 10. Always print your letter on high-quality white bond paper (20-pound, 8 ½ x 11) and matching standard-size (#10) business envelopes. Avoid colored paper.

44. Envelopes The way your envelope looks says a great deal about your message. Most companies have envelopes with their name, contact information, and logos that they will expect you to use.

45. Organizing a standard business letter A standard business letter can be divided into an introduction, a body, and a conclusion, each section responding to or clarifying a specific issue for your recipient. To help readers grasp your message clearly and concisely, follow this simple plan for organizing your business letter:

46. Organizing a standard business letter 1. In your first paragraph start with friendly opening and explain why you are writing and why your letter is important to the recipient. Acknowledge any relevant previous meetings, correspondence, or telephone calls early in the paragraph.

47. Organizing a standard business letter 2. Put the most significant point of each paragraph first to make it easier for the reader to find. 3. In the second (or subsequent) paragraph, develop the body of your message with factual support, key details, and descriptions your reader needs.

48. Organizing a standard business letter 4. In your last paragraph, thank readers and be very clear and precise about what you want them to do or what you will do for them. Don’t leave your readers hanging. End cordially and professionally.