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Chapter 4 Business Letters and Inquiry
Transcript of Chapter 4 Business Letters and Inquiry
Enclosure: Wholesale Pricing Packet
Enc. (or Encs.)
If letter is being CC’s to someone else (just for records)
cc: Annie Getz
cc: Glenn Widget, Ida Mae Knott
Remember These Rules!
Achieving the You Attitude
Don’t Use “Sir/Madame” as a salutation—be more personal
Or “To Whom it May Concern"
Colons are for strangers, commas are for friends
No “flowery” closes (“May the odds be ever in your favor”)
Don’t forget to sign the letter
Don’t use a stamp for your signature
Leave 4 spaces for your signature after complimentary close and your title
What is the purpose of this business letter?
Why would email be inappropriate?
What does the author do well in paragraph 1?
Anything that could be better?
Figure 4.4 on page 107
Create a demand
Expansion of business
Establishment of relationship
Place an order
Solve or Respond to a problem
Can be boiled down to:
To make people understand you
To get them to take some action
Chapter 4: Writing Formal Letters
The “You Attitude”
All info flush left
One blank line between elements
Preferred for letterhead stationary
Formats: Full Block
Same alignment as Modified Block
Only difference: INDENTS!
On body only
Ten tabs to the right
Three lines below the letterhead, if present
At the very top if not
Formats: Modified Block
Formal way to communicate
Create goodwill with customers and companies
Official legal, signed record
Introduce attached contracts, proposals, reports, etc.
More acceptable to international audiences
To request, inform, or sell
Special Request Letters
We’ll cover customer relations letters later
The following goes for all letters
Come in positive, neutral or negative forms, depending on purpose
If address is in the letterhead, no need for address block
Times New Roman, Calibri, Arial, Helvetica, or Palamino font
1 – 1 ¼ inch margins (no more or less)
Short letters can be centered on the page instead of changing font size or margins
Don’t be afraid of using more than 1 page
one blank line between all letter parts
Single space everywhere
Leave 4 spaces above your typed name, for signature
Use full dates in date lines
Know your audience (Europe does 13 September 2012, we do September 13, 2012)
Use “Dear” for your salutation
Write to a specific person (not just HR Dept or Sales Manager)
Use courtesy title (Mr., Mrs., Dr.)
Ms. for unknown female marital status
Unsure of gender? Use full name (Dear Leslie Banks)
Stress the “you” of your receiver
I have requested that your order be sent out today.
You will receive your order by Wednesday.
Our new policy will improve employee productivity by 10 percent.
Employees will be 10 percent more productive with the new policy.
Or: With this new policy, you will be able to increase your productivity by 10 percent.
When writing to a person, highlight them (“you”) rather than the “I” or “we” focus not on what you will gain but on what the reader receives, wants, or can do
Refer to the reader’s request specifically.
Not "your order" but the "desk chair you ordered.“
Achieving the You Attitude
Purposes of Business Letters
Properly format any formal letter to keep in contact with other business and customers
Maintain the ‘you’ attitude when writing letters
A Better Modified Block Example
Look at the letters in chapter 4...commonalities?
Review: Parts of a letter--go!
Do we have time left? Request Letters!
email, memo review
See template handout