Business Letters

COMPOSING EMAILS
FOR BUSINESS

STATS

INTRO

Watch the video 3 main tips

What were the 3 tips in the

video?
Use

an appropriate name
Proofread
Concise/Polite

How do they compare to

regular business letters?
Quick, convenient
FORMAT

Same salutation rules (Dear Mr. Moses:)

Hello, Hi if more familiar
XXXX HEY XXXX

Most important info @ the top

REPLY? Include the original
Acknowledge you received it
Respond SOON (24 48 hrs)
Out-of-Office Reply

OUT-OF-OFFICE Reply
1.

2.

Click on SETTINGS
in the UPPER
RIGHT
Choose Settings
again from the
dropdown menu

OUT-OF-OFFICE Reply
3.
4.

Scroll tow the BOTTOM Vacation

Responder.
Set a polite MESSAGE to say you will
be out of office for this weekends
dates.

11 EMAIL RULES

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

http://www.businessinsider.com/email-etiquette-rules-everyone-should-know-2014-9

Example: Block

What are acceptable

formats for a Business
Letter?

BLOCK

All parts are Left Justified to the margin

MODIFIED BLOCK

All parts Left aligned

Heading, Close, Signature at tab position 3.25
Indentation choose either

No paragraph indentation
All paragraphs first line indent .5

Example: Modified Block

Fonts
readability

generally accepted font is Times New Roman,

size 12

fonts such as Arial may be used

consider

your audience!

SPOT THE ERRORS

PRACTICE : Choose a
scenario

Two months ago, you ordered a one-year subscription to a

magazine and enclosed a check for $24.00. You have received no
response and no magazines. The check has not cleared the
bank. Write a letter to the magazine explaining the problem and
stating what action you would like the magazine to take. You also
plan to ENCLOSE a copy of the check.
You have received an overdue notice from the library regarding a
book that you know you returned. Write a letter explaining the
error and explain the circumstances that support that you
returned the book. You also plan to ENCLOSE a receipt you have
for parking at the library the day it was due.
Write a thank you letter to a potential employer, as a follow-up for
a job interview you had. Thank the interviewer for the interview
and express your interest in the position opening. You also play
to ENCLOSE a copy of you resume.
Write a cover letter for a scholarship application. Include
information about yourself, how you will use the scholarship, and
your appreciation for the opportunity to apply. You also plan to
ENCLOSE a copy of your resume.

PRACTICE : Rubric
IDEAS
RESPONSE TO PROMPT
FORMAT
MECHANICS (spelling, grammar,

etc.)

Business
Letter in
Block Style
(remember that
you dont indent at
all in a block style
business letter)

1. Margins: the
space around your
letter.
1. Go to File.
2. Scroll down to
Page Set-Up
3. On the
Margins Tab,
Put 1-Inch for
the top, bottom,
left, and right
margins.

2. You need
your own
address.
This part goes in
the heading
section.
Underneath
your address,
put the date.
Skip four lines.

3. Put your
organizations
address in the
inside
address
section.
Double space.

4. Salutation/Greeting
Dear Ms. Smith
(or whoever is
the head of your
organization)
Use an alternative
when name is
unknown
Double space.

5. Body: State
your purpose
for writing this
letter. Be
formal and
polite.

You may or may

not have more
than one
paragraph. If you
do, between each
paragraph, be
sure to double
space.

6. Closing
Four spaces
after the closing
Then your name. In
between the closing
and your name,
that is where you
would sign your
name.