Fundamentals of Business Communication, 1st Edition Page 202 (202 of 476)

202
Unit 3 Writing for Successful Communication
is used that contains this information. Begin the signature block below the
body of the letter. The blank lines of space are used for the handwritten signature.
Sincerely,
Margaret Shaw
Coordinator
Business Development
When the message writer is designated as the company as a whole, the
company name may appear in all-capital letters below the complimentary
close. The letter is not signed by the writer in this case.
Sincerely,
JIMENEZ-BRADFORD REALTY
Notations
Letters may include
reference initials.
These indicate who keyed the letter.
If the writer keyed the letter, initials are not included. Reference initials are
lowercase letters.
Cordially yours,
Margaret Shaw
Senior Vice President
smb
An
enclosure notation
alerts the reader to materials
that are included in the
mailing along with the letter.
Spell out and capitalize the
word Enclosure. If there is
more than one enclosure, you
may indicate the number of
items included or list them.
The word Attachment may
be used instead of the word
Enclosure.
Enclosures
Enclosures: 3
Enclosures: Statement
Check
Letter
If the person keying the letter is not the person who wrote
it, initials are included at the bottom of the letter to indicate
who keyed it.
Shutterstock

Previous Page Next Page

Resources and Downloads

Attachments

Follow Link Companion Website

Extracted Text (may have errors)

202
Unit 3 Writing for Successful Communication
is used that contains this information. Begin the signature block below the
body of the letter. The blank lines of space are used for the handwritten signature.
Sincerely,
Margaret Shaw
Coordinator
Business Development
When the message writer is designated as the company as a whole, the
company name may appear in all-capital letters below the complimentary
close. The letter is not signed by the writer in this case.
Sincerely,
JIMENEZ-BRADFORD REALTY
Notations
Letters may include
reference initials.
These indicate who keyed the letter.
If the writer keyed the letter, initials are not included. Reference initials are
lowercase letters.
Cordially yours,
Margaret Shaw
Senior Vice President
smb
An
enclosure notation
alerts the reader to materials
that are included in the
mailing along with the letter.
Spell out and capitalize the
word Enclosure. If there is
more than one enclosure, you
may indicate the number of
items included or list them.
The word Attachment may
be used instead of the word
Enclosure.
Enclosures
Enclosures: 3
Enclosures: Statement
Check
Letter
If the person keying the letter is not the person who wrote
it, initials are included at the bottom of the letter to indicate
who keyed it.
Shutterstock

Help

201
Chapter 9 Formatting Letters, Memos, and E-Mails
If you need to write a letter without the name of a specifi c person, do not
use traditional greetings, such as Dear Sir or Gentlemen. You may use Ladies and
Gentlemen; however, the best course is to use words that describe the role of the
person:
Dear Customer:
Dear Circulation Manager:
Dear Editor:
Body
The
body
of the letter
is the message. Format the
body according to the block
or modifi ed-block style. Most
businesses use the block
style. Single-spaced letters
are standard; however, some
businesses prefer the default
setting of the word-processing
software used. In Microsoft
Word 2007/2010, the default
line spacing is 1.15.
Complimentary Close
The
complimentary
close
is the sign-off for the
letter. Only the fi rst word is
capitalized. Mixed or open
punctuation is used in the
complimentary close, but
be consistent with the style you used in the salutation. The complimentary
close follows the body of the letter and is appropriately spaced, as shown in
Figure 9-3 and Figure 9-4. The most commonly used closings are:
Mixed Punctuation
Sincerely,
Sincerely yours,
Cordially,
Cordially yours,
Open Punctuation
Sincerely
Sincerely yours
Cordially
Cordially yours
Signature
The writer’s name and title are called the
signature
or
signature block.
The
writer’s job title and department appear beneath the name, unless a letterhead
When creating a business letter, be sure to follow an
accepted format. Readers will expect the letter to have
certain elements to guide them through the letter.
Shutterstock

Previous Page Next Page

Resources and Downloads

203
Chapter 9 Formatting Letters, Memos, and E-Mails
A
copy notation
is needed when others are being sent a copy of the
letter. The notation appears below the signature, as shown in Figure 9-3 and
Figure 9-4. If there are enclosure notations or reference initials, it appears
below these. Use c (for copy) or cc (for carbon copy or courtesy copy) followed
by a colon and a list of the full names of individuals receiving copies.
cc: Tina Ricco
Gary Kowalski
Additional Letter Elements
There are three additional letter elements that are sometimes used in
business letters: attention line, subject line, and postscript. These elements may
also appear in personal letters. The following sections discuss these elements.
Attention Line
There is a wealth of resources available to the writer—telephone,
Internet, company databases—that make it largely unnecessary to address
correspondence without an individual’s name. However, if this circumstance
does occur, substituting a position or department title for a specifi c name is
a good solution. For example, you may know the marketing manager is to
receive the letter, but cannot fi nd the name of the manager. In this situation,
it is appropriate to include an attention line that says Attention Marketing
Manager. This line is positioned as part of the inside address:
Attention Marketing Manager
Urban Development Council
150 Grosvenor Avenue
Washington, DC 30005
Subject Line
A subject line in a letter is used like a subject line in an e-mail. It helps the
reader know the content of the message before reading. The subject line may
be in all caps or initial caps and the word subject is optional. The subject line
appears after the salutation and before the body of the letter.
Dear Mr. Ramito:
SUBJECT: MINUTES OF SUMMER MEETING
Thank you for attending the summer meeting of the Green Entrepreneur
that was held last month in Orlando. We appreciate your attendance and
your contribution to this meeting…
Postscript
A
postscript
means after writing and is information included after the
signature. In business letters, the postscript is no longer used to represent an
afterthought. For example, in the past a writer may have included an omission
as a postscript, such as:
P.S. I forgot to tell you we’re moving. After June 1, you can reach us at
our new address.

Previous Page Next Page

Page 20Unit 1 Communicating for Success click to expand contents

Page 88Unit 2 Grammar Basics for Successful Communication click to expand contents

Page 146Unit 3 Writing for Successful Communication click to expand contents

Page 252Unit 4 Speaking for Successful Communication click to expand contents

Page 318Unit 5 Listening and Reading for Successful Communication click to expand contents

Page 362Unit 6 Writing for Successful Business Purposes click to expand contents

Resources and Downloads

Attachments

Extracted Text (may have errors)

Help

loading

Resources and Downloads

Resources and Downloads