Business Correspondence

Common types Letters Newsletters Reports Resumes

Standard formats are used for most business documents Templates Custom designed

Standard Business Documents

Letters

Carry information to people outside the company

Keep as brief as possible Write in a professional tone

Newsletters

Sent to customers or stockholders to provide information and make special offers

Informally written Laid out in multiple columns Use plenty of graphics

Reports

Has a professional appearance which is used to “report” or convey information pertaining to a certain topic.

Length varies depending on the nature of the information it contains

Often include data tables, charts, diagrams and other graphics in addition to text.

Resumes

Used by individuals to sell their skills and abilities to prospective employers

Business Writing Style

Effective documents follow these rules1. They are brief as possible2. They focus on facts3. They provide important data4. They use simple, active language5. They are well organized

1. Logical order2. Summaries are used3. Accuracy is emphasized

Formatting a Block Style Letter Block Style

All parts at left margin 1” left and right margins

Parts of a Business Letter

Heading Letterhead

Paper with the Company’s name (the sender) and address already printed on it. May also include a slogan, and a picture or graphic.

1” from the top Date

Complete date spelled out Followed by 3 blank lines

Parts of a Business Letter

Opening Inside Address

The address of the person the letter is being sent to.

Followed by 1 blank line Salutation

The line of a letter containing the greeting and the recipient’s name.

Followed by 1 blank line

Parts of a Business Letter

Body Paragraphs

At least two paragraphs typed to the recipient containing the message you wish to express

Each followed by 1 blank line

Parts of a Business Letter Closing

Complimentary Close The line of a letter containing the closing. Followed by 3 blank lines

Signature Writer’s Identification

The writer’s name and job title. Followed by 1 blank line

Typist’s reference initials Always in lower case Followed by 1 blank line

Parts of a Business Letter Enclosure notation

Used if the writer is enclosing another document with the letter.

Followed by 1 blank line Copy notation

Used if the writer is sending the letter to someone other than who it is addressed to.