Business Letters - Madison County Schools

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BUSINESS LETTERS
BUSINESS LETTERS

Difference between business and personal
business letters is:
 Business
Letters are printed on letterhead paper.
 No return address is needed.

Margins:
 Top:
2 inches
 Left, Right Bottom: 1 inch

Block Style: No indents: everything typed at the
left margin.
SPECIAL PARTS OF A BUSINESS LETTER

Attention Line.
Should be used only when the writer does not know the
name of the person who should receive the letter.
 For example, if a writer wants a letter to go the director
of special collections of a library but doesn’t know the
name of that person, Attention Special Collections
Director or Attention Director of Special Collections
could be used.
 When an attention line is used in a letter addressed to
a company, key it as the first line of the letter and
envelope addresses. When using an attention line, the
correct salutation is Ladies and Gentlemen.

SPECIAL PARTS (CONT.)



Subject line. The subject line specifies the tope discussed in
the letter. Key the subject line in ALL CAPS, a DS below the
salutation.
Reference initials. If someone other than the writer of the
letter keys it, key the keyboard operator’s initials in
lowercase letters at the left margin a DS below the writer’s
name, title, or department. DO NOT KEY REFERENCE
INITIALS IF YOU TYPED AND CREATED THE LETTER!
Attachment/Enclosure notation. If another document is
clipped or stapled to a letter, the word “Attachment” is keyed
at the left margin a DS below the reference initials. If
another document is included but not attached, the word
“Enclosure” is used.
SPECIAL PARTS (CONT.)

Copy notation
A
copy notation indicates that a copy of a letter is
being sent to someone other than the addressee.
 Use “c” followed by the name of the person(s) to
receive a copy.
 Place a copy notation a DS below the enclosure
notation or the reference initials if there is no
enclosure:
 c Mary Wilson, James Mitchell
SPECIAL PARTS (CONT.)

Blind copy notation
When a copy of a letter is to be sent to someone
without disclosing to the addressee of the letter, a blind
copy (bc) notation is used.
 When used, bc and the name of the person receiving
the blind copy are keyed at the left margin a DS below
the last letter part on all copies of the letter except the
original
 bc Meagan Margin, Jacob Smith


USPS Letter Address Style:

The letter address for any letter format may be keyed in
uppercase and lowercase letters, or it may be keyed in
ALL CAPS with no punctuation (USPS style).
OPEN AND MIXED PUNCTUATION

Open: No punctuation follows the salutation or
complimentary close.
 Dear

Mrs. Jones
Sincerely
Mixed Punctuation: There will be a colon after
the salutation and a comma after the
complimentary close.
 Dear
Mrs. Jones:
Sincerely,

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