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).