How to Properly Format
Business and Friendly
Letters
Friendly Letters
First, insert the DATE
 Ex. October 18, 2007


ENTER 4 TIMES.
Inside Address

Next, insert the inside address.

Example:
 Mom
and Dad
2230 Pebble Drive
Alabaster, AL 35007

ENTER 2 TIMES
Salutation/Greeting
Next, insert the salutation/greeting.
 Example:

 “Dear
Mom and Dad,”
 ENTER
2 TIMES
Body
Insert the body.
 Example:

“
College is so much fun! This week I met
lots of new people. Classes are hard and
challenging, but I am getting through them just
fine. I have a lot of tests this upcoming week, so
I will spend a lot of this week at the library.
How is everything at home?”
 ENTER 2 TIMES.
Body, cont.
Enter 2 times between paragraphs.
 Example:


“…How is everything at home?
“
I went to a football game on Saturday. It was so
much fun, but the student section was really loud and
noisy. I went out to eat afterwards with some friends,
and we went to this great Mexican restaurant. I hope
you can come see me soon, and I can show you the
sights of the town.”
Body, cont.
Enter 2 times again before the closing
paragraph.
 Example:

 “…the
sights of town.
Thanks again for the money you sent last
week. See you at Thanksgiving!”
ENTER 2 TIMES.
Closing

After entering twice, insert the closing.

Example:
 “With
Love,”
 ENTER
4 TIMES!!!!!
Name & Address of Writer
After entering 4 times, insert the name and
address of the writer.
 Example:

 Todd
Jones
P.O. Box 3511
Knoxville, TN 36211
And your friendly letter is done!!!!
Friendly Letter Assignment
You are writing one of your good friends that lives in
another state.
 In 3 paragraphs, tell them about your life. Current
interests, hobbies, activities, likes, dislikes, etc. and
ask them questions so that they can write you back.
 Be sure to use the correct formatting we just
discussed. Use your example for help!!
 When you are finished, SAVE!!!!

Business Letters
Start the letter with the date at the top.
 Example:

 October
18, 2007.
 ENTER
4 TIMES!!!!
Inside Address

Next, insert the inside address.

Example:
 Mr.
John Smith
34 West Street
New York, NY 10021

ENTER 2 TIMES
Salutation/Greeting
Next, insert the salutation/greeting.
 Example:

 “Dear
Mr. Smith:”
 What’s the difference between the friendly letter
salutation/greeting and the business letter
salutation/greeting??
 ENTER
2 TIMES
Body
Insert the body.
 Example:

 “Thank
you for your inquiry regarding
employment with our firm.”
 ENTER
2 TIMES.
Body, cont.

“We will retain your resume in our files in
the event that an opening occurs in your
field. Your interest in our organization is
very much appreciated. We hope to be able
to offer you a position at another time, and
we are returning your paperwork to you.”

Enter 2 times between paragraphs.
Closing

“Sincerely,”

Enter 4 times.
Name & Title of Writer

Example:
 Carol
B. Rein
Personnel Manager
Enter 2 times.
Reference Initials of Writer

Example:
 “CBR”
 Enter
2 times.
Enclosure
The enclosure is optional.
 You would only write “enclosure” if there is
a document enclosed with the letter.

Differences between letters

Differences:
 The
language used in the body.
 The comma or the colon after the
salutation/greeting.
 Indention at the beginning of the paragraph.
 Ending of the letter—address in friendly letter,
reference initials, name & title, enclosure in the
business letter
Similarities
Spacing
 Most of the same parts of the letter

Friendly Letter or Business Letter?

Dear Johnny,

Friendly Letter
Friendly Letter or Business Letter?

John R. Smith
Vice President
•
Business Letter
Friendly Letter or Business Letter?

“ We are not going to the park this
weekend because John is sick. Next
weekend we will plan another trip.”

Friendly letter
Friendly Letter or Business Letter?

Sincerely,
John Smith
Manager
JRS
o
Business Letter
Friendly Letter or Business Letter?
“We have been working around the clock to try to
improve your company. We have been creating
multiple spreadsheets for your accounts…”
•
Business Letter
Friendly Letter or Business Letter?

John R. Smith
JRS
Enclosure
•
Business Letter
Friendly Letter or Business Letter?

“Dear Mr. Smith:”

Business Letter
Friendly Letter or Business Letter?

Sincerely,
John Smith
1237 Treemont Way
New York, NY 10023
•
Friendly Letter
Definitions to know!
 Salutation
 greeting
Definitions to know!

Inside Address
 This
includes the name and address of the
business or person to whom the letter is being
sent.
Definitions to know!

Complimentary Closing
 Phrase
like Yours truly, or Sincerely,
The END of Business & Friendly letters!!!!
Be sure that you can recognize the difference
between the two types of letters!!!
 You should be able to label the parts of each
letter.

Memos
A memo is a business document that is used to
correspond INTERNALLY within an
organization.
 They are short and are written to get someone to
do something or inform them about important
information.
 Tend to be less formal than letters and reports—
may be written in conversational voice
 When printed, memos are initialed with black or
blue ink by the sender next to the sender’s typed
name.

Memos, cont.
The easiest way to type a memo is to use
the templates on Microsoft Word.
 H:\BTA\To find a memo template.doc

Memo Example

..\Word It!\COUNCIL.doc
Definitions to know!

RE from a memo
 “In
reference to” or “subject”
Definitions to know!

CC from a memo
 Courtesy
copy
Memo Assignment
TYPE THESE TWO MEMOS:
 You are a CEO of a big company. Lately, a lot of
your employees have been showing up late to
work. Write a memo to your employees
addressing the issue and how it affects your
company and your customers.
 You are Mr. Thomas. Write to the teachers at
THS telling them how they can make Thompson
High School a better place for students (you can
be creative with this one! It doesn’t necessarily
need to be realistic).

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How to Properly Format Business and Friendly Letters