Презентация на тему:"Business Letters,Telexes.Participle II"

BUSINESS LETTERS. TELEXES

Phonetic exercise

• Song “Let it be”

PURPOSE

• What do I want the reader to know?
• What kind of business letter am I writing?

• Letter of inquiry Letter of application Letter of complaint Letter of regret Thank you letter
• Letter of inquiry
• Letter of application
• Letter of complaint
• Letter of regret
• Thank you letter

AUDIENCE

• How well do I know them?
• How much do they know about my subject?
• How will they feel about my message?
• What vocabulary will set the tone?

How well do I know my audience?

How much does my audience already know about my subject?

How will she or he feel about my message

What vocabulary will se the appropriate tone for the situation?

FORM

• Choose a font that is easy to read .
• 1 to 1½ inch left and right margins.
• 1 to 1½ inch top and bottom margins.
• Present information

• completely concisely professionally
• completely
• concisely
• professionally
• Be consistent – block or modified block.

PARTS OF A PERSONAL-BUSINESS LETTER

• Heading

• Writer’s complete address (Return Address) Current date
• Writer’s complete address (Return Address)
• Current date
• Inside Address Receiver’s complete name, title, company and address (Letter Address)
• Receiver’s complete name, title, company and address (Letter Address)

1” - 1 1/2”

Return Address

QUAD

Inside Address

However…

• If you have a letterhead, you don’t need the Return Address…

Garden Center

123 Pine Street

Oak Ridge, NJ 07438

PARTS OF A BUSINESS LETTER (continued)…

• Salutation

• Begin with Dear: Use Mr. or Ms. before the receiver’s name Use Dear or Attention followed by an appropriate title, such as Customer Service Department or Sales Manager. Use Dear Sir or Madame or Ladies and Gentlemen . Include BOTH genders for a general audience.
• Begin with Dear:
• Use Mr. or Ms. before the receiver’s name
• Use Dear or Attention followed by an appropriate title, such as Customer Service Department or Sales Manager.
• Use Dear Sir or Madame or Ladies and Gentlemen . Include BOTH genders for a general audience.

Salutation

Begin with Dear and end with a colon, not a comma.

Use Mr. or Ms. before the receiver’s name, unless you know them well.

If you don’t know the person’s name, use Dear or Attention followed by an appropriate title, such as Customer Service Department or Sales Manager

If you are sending the letter to a general audience, address Dear Sir or Madame or Ladies and Gentlemen . Include BOTH genders.

RULES OF THUMB…

• AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES.
• AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES.

(Mr., Mrs., Ms., etc. – FL, NJ, OH)

• PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA.
• PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA.

Mrs. G. DeGraw, President

• PLACE A LONGER TITLE ON A SEPARATE LINE.
• PLACE A LONGER TITLE ON A SEPARATE LINE.

Mrs. G. DeGraw

Executive Director of Safety

PARTS OF A BUSINESS LETTER (continued)…

• Body

• Single-space paragraphs, double-space between paragraphs. Two paragraphs. Avoid long phrases. Avoid making business letters longer than one page. Heading on Page 2.
• Single-space paragraphs, double-space between paragraphs.
• Two paragraphs.
• Avoid long phrases.
• Avoid making business letters longer than one page.
• Heading on Page 2.

Ms. Moss 2 or Ms. Moss Page 2

1” - 1 1/2”

Return Address

QUAD

Inside Address

DS

Single-space within the paragraphs, but double-space between paragraphs.

Try to write at least two paragraphs.

Avoid long phrases because they make your letter uninviting to read.

Avoid making business letters longer than one page. However, if the letter does go on to a second page, put a heading such as Ms. Moss 2 on the second page, or Ms. Moss Page 2

Salutation:

DS

Body

Yours truly,

Sincerely,

Sincerely yours,

PARTS OF A BUSINESS LETTER (continued)…

• Complimentary closing

• Use Sincerely, Sincerely yours, or Yours truly . Capitalize only the first word; end with a comma.
• Use Sincerely, Sincerely yours, or Yours truly . Capitalize only the first word; end with a comma.

Very truly yours,

PARTS OF A BUSINESS LETTER (continued)…

• Signature lines

• Leave four lines (QS) for your handwritten signature Type your name and title below the signature line. Type the words Enclosure(s) two lines below the typed signature. Sending a copy of the letter elsewhere?
• Leave four lines (QS) for your handwritten signature
• Type your name and title below the signature line.
• Type the words Enclosure(s) two lines below the typed signature.
• Sending a copy of the letter elsewhere?

cc: PLUS the person or department name. This line goes beneath the enclosure line.

Signature lines

Leave four lines (QS) for your handwritten signature; type your name and title (if you are the sender) below the signature line.

If you plan to enclose item(s) with the letter (a brochure, form, copy, proposal, etc.) type the words Enclosure(s) two lines below the typed signature.

If you are sending a copy of the letter elsewhere, type the letters cc: plus the person or department name. This line goes beneath the enclosure line.

PARTS OF A BUSINESS LETTER (continued)…

• Reference initials…

• Double spaced after the typed signature line Lowercase initials
• Double spaced after the typed signature line
• Lowercase initials

Examples: /ged

HE:ged GED

Sincerely,

Mrs. G. DeGraw

Mrs. G. DeGraw, President

/ged

R E V I E W

• PARTS OF A PERSONAL-BUSINESS LETTER:

• Return Address (includes DATE) Inside Address Salutation Body Complimentary Close Reference Initials Enclosures (if any)
• Return Address (includes DATE)
• Inside Address
• Salutation
• Body
• Complimentary Close
• Reference Initials
• Enclosures (if any)

Body

123 Pine Street

Oak Ridge, NJ 07438

October 30, 2005

ABC Company

345 Spruce Street

Whatever, IL 01233

Dear Mr. Brown:

Insert the part of the body of the letter here. The body of the letter should tell something about what you hope to convey.

It should also have a closing paragraph in it. There should be at least two sentences per paragraph.

Sincerely,

Mrs. DeGraw

Mrs. DeGraw, Chairperson

/ged

Enclosure

Return Address

Inside Address

Salutation

Complimentary Close

Reference Initials

Enclosure(s)

BLOCK versus MODIFIED BLOCK

BLOCK

MODIFIED BLOCK

• All parts of the letter begin at the left margin.
• Paragraphs are NOT indented.

• The heading and complimentary close begin at the center of the page.
• Paragraphs ARE indented.

Bloom’s cube

1 Why

2 Explain

3 Call

4 Offer

5 Think up

6 Share

Complete the table “Insert”

I know

I knew

I want to know

Reflection

• What can you tell me about today’s lessons?
• What is sensible, useful…?

Home task

• Business letters-retelling