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The Basics - iStudyistudyguide.weebly.com/uploads/1/2/0/...basics_of...letters_-_rdv.pdfThe Basics Writing ... Optional Parts ... the business letter: 1.The unblocked format 2.The

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Page 1: The Basics - iStudyistudyguide.weebly.com/uploads/1/2/0/...basics_of...letters_-_rdv.pdfThe Basics Writing ... Optional Parts ... the business letter: 1.The unblocked format 2.The
Page 2: The Basics - iStudyistudyguide.weebly.com/uploads/1/2/0/...basics_of...letters_-_rdv.pdfThe Basics Writing ... Optional Parts ... the business letter: 1.The unblocked format 2.The

RDV 2012

of

The Basics

Writing Communication

Letters

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Workshop Outline

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What is a Communication Letter? Uses of Communication Letters Formatting and Parts of a Communication Letter Tips in writing letters

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What is a communication letter?

• Why write one?

• To Whom is one written?

• What should be in one?

• What is proper format?

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Page 5: The Basics - iStudyistudyguide.weebly.com/uploads/1/2/0/...basics_of...letters_-_rdv.pdfThe Basics Writing ... Optional Parts ... the business letter: 1.The unblocked format 2.The

Uses and importance of

Communication Letters 1. Written communication

is a critical aspect of how people can share

information with each other in an efficient, professional manner.

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Page 6: The Basics - iStudyistudyguide.weebly.com/uploads/1/2/0/...basics_of...letters_-_rdv.pdfThe Basics Writing ... Optional Parts ... the business letter: 1.The unblocked format 2.The

Uses and importance of

Communication Letters

2. Properly written, business letters can

give a positive reflection on an

individual.

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Format and Parts of A Communication

Letter

1. Senders Name and Address 2. Date 3. Inside Address 4. Salutation 5. Body 6. Closing

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What is the Inside Address (addressee’s information)

• Person’s Name, Title

• Company Name/Department

• Company Address

• Single Spaced

– Followed by one blank lines (Enter Key twice)

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What is the Salutation? (a greeting)

• Dear Mr. Soandso

• Dear Dr. Smith

• Dear Ms. Jones

• To Whom it May Concern

• Dear Sir or Madam

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What is the Body? (The actual letter)

• Brief and to the point!

– Strictly Business

• Guideline – 3 paragraphs

– Brief Introduction

– Contents - What I want

– Conclusion and Thank you

• Each paragraph:

– Single Spaced

– Followed by one blank lines (Enter Key twice)

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Complimentary Close • Sincerely,

• Yours truly,

• Respectfully yours,

• Followed by three lines (Enter Key 4 times)

– After printing you will sign the letter

here

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Signature • Your Full Name

– Mrs. Regina Santos

• Your Title (if appropriate)

– Property Custodian

• Followed by one lines (Enter Key twice)

– If optional parts are required

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Optional Parts

• Typist Initials

– If your secretary typed this for you

– RES/js

• Enclosure

– If something else is in the letter or package

– Followed by one lines (Enter Key twice)

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Format and Parts of A Communication

Letter BASIC LETTER FORMATS

There are three common formats for

the business letter:

1. The unblocked format

2. The semi-blocked format

3. The blocked format

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The unblocked format

The first line of the paragraph is

indented a few spaces

The writer's address, the date,

the closing, the writer's

signature , and the typed version

of the writer's name and job title

are indented two thirds of the way

across the page.

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The semi-blocked format

The first line of the

paragraph is lined up with the

left margin

There is an extra blank line

between paragraphs to signal

the start of a new paragraph.

The writer's address, date,

closing, and signature are

indented as in the unblocked

format.

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The blocked format

The first lines of paragraphs and

all the other address, date,

closing and signature information

are lined up with the left margin.

There is an extra blank line

between paragraphs.

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When to use Official Company Letterhead?

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Tips in Writing Business Letters

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Tips in Writing Business Letters

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Tips in Writing Business Letters

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Don’t use unnecessary words

and phrases that distract from

the main idea of the email or

may confuse the reader

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Tips in Writing Business Letters

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Don’t use unnecessary words

and phrases that distract from

the main idea of the email or

may confuse the reader

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Tips in Writing Business Letters

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KEEP IT SHORT AND SIMPLE

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End of presentation E

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THANK YOU FOR LISTENING!

.. Or did you?