-- Vocabulary 6 Test
-- Discuss Friday's assignment on polysilicon in the technology economy. Please complete this assignment and turn in no later than tomorrow, Tuesday, October 3, 2017.
Vocabulary
7 – Business Letter Terms
October 2,
2017
From
Northern Michigan University Writing Center site at
Parts of a Business Letter
A business letter is a formal letter with six parts:
1. The Heading
The heading contains the return address with the date on the last line.
1. The Heading
The heading contains the return address with the date on the last line.
Sometimes it is necessary to include
a line before the date with a phone number, fax number, or e-mail address.
Often there is a line skipped between the address and the date. It is not
necessary to type a return address if you are using stationery with the return
address already imprinted, but you should always use a date. Make sure
the heading is on the left margin.
Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
2. Recipient’s Address
This is the address you are sending your letter to.
This is the address you are sending your letter to.
Be sure to make it as complete
as possible so it gets to its destination. Always include title names (such as
Dr.) if you know them. This is, like the other address, on the left margin. If
a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9”
business envelope, the inside address should appear through the window in the
envelope (if there is one). Be sure to skip a line after the heading and before
the recipient’s address, then skip another line after the inside address before
the greeting. For an example, see the end of this sheet for a sample letter.
3. The Salutation
The salutation (or greeting) in a business letter is always formal.
The salutation (or greeting) in a business letter is always formal.
It often begins with “Dear
{Person’s name}.” Once again, be sure to include the person’s title if you know
it (such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s
title then just use their first name. For example, you would use only the
person’s first name if the person you are writing to is “Jordan” and you’re not
sure if he or she is male or female.
4. The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.
5. The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.
6. The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed.
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.
5. The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.
6. The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed.
This often includes a middle
initial, although it is not required. Women may put their title before had to
show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
7. Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.
The signature should be in blue or black ink.
7. Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.
Some Style Guides -- Many organizations have their
own style for writing a business letter, but here are some common
examples.
8. Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
9. Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
10. Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
11. Standard Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.
8. Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
9. Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
10. Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
11. Standard Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.