THE FOX PAPER AND PRINTING COMPANY\r\n5555 EAST BOUND LANDING\r\nLANDOVER, MA 55555-5555\r\n(555) 555-5555<\/strong><\/p>\r\nMay 13, 20XX\r\n\r\nMr. Salvador Fuller\r\nShady Pine Construction Company\r\n555 Shady Pine Lane\r\nRichfield, Virginia 55555-5555\r\n\r\nDear Mr. Fuller:\r\n\r\nThank you for your recent order, dated May 9, 20XX3, for 100 boxes of business cards. Although you attached company information to be printed on the cards, we need additional information for each employee in order fill your order.\r\n\r\nPlease send us the following information for each employee:\r\n While memos are internal communications within an organization, letters are external messages sent to recipients outside of the organization. They are usually printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email, text messages, and other forms of electronic communication have replaced letter use to a great extent, the business letter still remains a common and useful form of written communication.<\/p>\n There are many types of letters. Letters may serve to introduce your skills and qualifications to prospective employers (cover letter), deliver or request important or specific information, announce a product or service, provide documentation of an event or decision, formalize a complaint or offer a thank you, or introduce an attached report or long document (letter of transmittal). Letters within a professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on. Letters may also be used to acknowledge the receipt of a job offer and accept or decline it, and acknowledge receipt of information or a delivery. The most common kinds of letters include the following:<\/p>\n When you send a report or some other lengthier document to your supervisor or an audience of other professionals, send it with a cover letter that briefly explains the purpose of the report and your major findings. Although your supervisor may have authorized the project and received periodic updates from you, s\/he probably has many other employees and projects going and would benefit from a reminder about your work.<\/p>\n You may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups. In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and\/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.<\/p>\n Whether responding to job announcements online or on paper, you are likely to write a job application letter introducing yourself and your skills to a potential employer. This letter often sets a first impression of you, so demonstrate professionalism in your format, language use, and proofreading of your work. Depending on the type of job you are seeking, application letters will vary in length and content. In business, letters are typically no more than one page and simply highlight skills and qualifications that are emphasized in the job announcement and that appear in an accompanying resume. In education, letters are typically more fully developed and contain a more detailed discussion of the applicant\u2019s experience and how that experience can benefit the institution. These letters provide information that is not necessarily evident in an enclosed resume or curriculum vitae.<\/p>\n Any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his\/her time is especially important for demonstrating your professionalism and attention to detail.<\/p>\n A typical business letter has the following main parts, which you can see illustrated in this sample letter.<\/p>\n THE FOX PAPER AND PRINTING COMPANY May 13, 20XX<\/p>\n Mr. Salvador Fuller Dear Mr. Fuller:<\/p>\n Thank you for your recent order, dated May 9, 20XX3, for 100 boxes of business cards. Although you attached company information to be printed on the cards, we need additional information for each employee in order fill your order.<\/p>\n Please send us the following information for each employee:<\/p>\n We would appreciate your sending this information by May 21, 20XX. We will print your business cards as soon as we receive this information. If you have any questions or concerns, please contact me. Thank you.<\/p>\n Sincerely,<\/p>\n Elisa Fox<\/em><\/strong><\/p>\n Elisa D. Fox <\/p>\n The return address may be taken care of with your organization’s letterhead, if the letterhead includes your address. If there is no letterhead, then include your name and full address, in block format, single spaced. Make sure to spell out all words except<\/em> directions that are part of an address (such as NE – northeast) and states, which should be abbreviated.<\/p>\n James Carolius, Manager Write the date, spelling out the month: September 12, 20XX<\/p>\n Include the recipient’s address, in block format, single spaced, with words spelled out just as in your return address.\u00a0 If the recipient has a title that you know of, include that after the name.<\/p>\n Karen Weinman, Director Include Dear and the recipient’s name, with a colon after the name.\u00a0 Use a title if appropriate (e.g., Mr., Ms. Dr.).\u00a0 If you don’t know the recipient’s title, use the recipient’s full name.\u00a0 If you don’t know the name at all – if the recipient is a group, of if you only know the recipient’s role and not the name – you may use an “attention” line instead of “dear,” and name the recipient. Note that with an attention line, the placement of the colon changes.<\/p>\n Dear Jeannne Cullen: The body of a business letter generally has the same three parts as an email or memo:<\/p>\n Use a polite, standard closing with a comma after the closing. Sincerely and Yours Truly are appropriate for all letters.\u00a0 For a slightly more personal closing, you may use Regards, Cordially, or any other closing appropriate to your role, audience, purpose, and context.<\/p>\n Sign the letter and type your name under your signature.\u00a0 Add a signature block if you need to include additional information such as your title and\/or direct contact information that’s not included in the letterhead.<\/p>\n James Truro, M.S. There are many websites that offer information about business letter format.\u00a0 Two useful sites are from Purdue’s Online Writing Lab:<\/p>\n Letter content depends on your purpose, audience, and context.\u00a0 In general, most letters use the direct approach noted in the Body section above.\u00a0 If your purpose is to persuade or send negative information, then an indirect approach may be more appropriate, with a lead-in to the main idea.<\/p>\n In all professional letters, content needs to be clear, focused, and concise. The tone of the letter should be formal and professional. Grammar should be correct, and sentence style should be direct, concise, and clear. It’s preferable to use personal singular pronouns such as “I” and “you,” instead of “we,” which may be interpreted as “you” or “the company.”\u00a0 Most importantly, always remember that letters represent you and your group or organization, so be as clear, correct, and accurate as possible in your content.<\/p>\n The following video summarizes letter parts, format, and content, including tips on how to develop content.<\/p>\n![\"decorative](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/08\/07193655\/animal-2026297_640-150x150.png\")
<\/strong><\/p>\r\n\r\n \t
Return Address<\/h3>\r\nThe return address may be taken care of with your organization's letterhead, if the letterhead includes your address. If there is no letterhead, then include your name and full address, in block format, single spaced. Make sure to spell out all words except<\/em> directions that are part of an address (such as NE - northeast) and states, which should be abbreviated.\r\n\r\nJames Carolius, Manager\r\nXYZ Corporation\r\n224 Pine Avenue, NE\r\nSaratoga Springs, NY 12866\r\n
Date<\/h3>\r\nWrite the date, spelling out the month: September 12, 20XX\r\n
Recipient's Address<\/h3>\r\nInclude the recipient's address, in block format, single spaced, with words spelled out just as in your return address.\u00a0 If the recipient has a title that you know of, include that after the name.\r\n\r\nKaren Weinman, Director\r\n1585 Orangeblossom Drive, Suite 4\r\nOrlando, FL 32809\r\n
Greeting<\/h3>\r\nInclude Dear and the recipient's name, with a colon after the name.\u00a0 Use a title if appropriate (e.g., Mr., Ms. Dr.).\u00a0 If you don't know the recipient's title, use the recipient's full name.\u00a0 If you don't know the name at all - if the recipient is a group, of if you only know the recipient's role and not the name - you may use an \"attention\" line instead of \"dear,\" and name the recipient. Note that with an attention line, the placement of the colon changes.\r\n\r\nDear Jeannne Cullen:\r\nDear Dr. Franco:\r\nAttention: Review Committee\r\nAttention: Marketing Director\r\n
Body<\/h3>\r\nThe body of a business letter generally has the same three parts as an email or memo:\r\n
\r\n \t
Closing<\/h3>\r\nUse a polite, standard closing with a comma after the closing. Sincerely and Yours Truly are appropriate for all letters.\u00a0 For a slightly more personal closing, you may use Regards, Cordially, or any other closing appropriate to your role, audience, purpose, and context.\r\n
Signature & Signature Block<\/h3>\r\nSign the letter and type your name under your signature.\u00a0 Add a signature block if you need to include additional information such as your title and\/or direct contact information that's not included in the letterhead.\r\n\r\nJames Truro, M.S.\r\n875-479-0022 (direct)\r\nj.truro@hhr.org\r\n
Additional Information<\/h3>\r\nThere are many websites that offer information about business letter format.\u00a0 Two useful sites are from Purdue's Online Writing Lab:\r\n
\r\n \t
Letter Content<\/h2>\r\nLetter content depends on your purpose, audience, and context.\u00a0 In general, most letters use the direct approach noted in the Body section above.\u00a0 If your purpose is to persuade or send negative information, then an indirect approach may be more appropriate, with a lead-in to the main idea.\r\n\r\nIn all professional letters, content needs to be clear, focused, and concise. The tone of the letter should be formal and professional. Grammar should be correct, and sentence style should be direct, concise, and clear. It's preferable to use personal singular pronouns such as \"I\" and \"you,\" instead of \"we,\" which may be interpreted as \"you\" or \"the company.\"\u00a0 Most importantly, always remember that letters represent you and your group or organization, so be as clear, correct, and accurate as possible in your content.\r\n
Summary<\/h2>\r\nThe following video summarizes letter parts, format, and content, including tips on how to develop content.\r\n\r\nhttps:\/\/www.youtube.com\/watch?v=I2txr6OY5dY","rendered":"
![\"\"](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/02\/19183414\/4-300x203.jpg\")
<\/p>\nOccasions for Letters<\/h2>\n
Letters of Transmittal
\n<\/b><\/h3>\nLetters of Inquiry<\/h3>\n
Job Application Letters<\/h3>\n
Follow-up Letters<\/h3>\n
Letter Format<\/h2>\n
<\/strong><\/p>\n
\n5555 EAST BOUND LANDING
\nLANDOVER, MA 55555-5555
\n(555) 555-5555<\/strong><\/p>\n
\nShady Pine Construction Company
\n555 Shady Pine Lane
\nRichfield, Virginia 55555-5555<\/p>\n\n
\nDirector of Purchasing<\/p>\n<\/div>\nReturn Address<\/h3>\n
\nXYZ Corporation
\n224 Pine Avenue, NE
\nSaratoga Springs, NY 12866<\/p>\nDate<\/h3>\n
Recipient’s Address<\/h3>\n
\n1585 Orangeblossom Drive, Suite 4
\nOrlando, FL 32809<\/p>\nGreeting<\/h3>\n
\nDear Dr. Franco:
\nAttention: Review Committee
\nAttention: Marketing Director<\/p>\nBody<\/h3>\n
\n
Closing<\/h3>\n
Signature & Signature Block<\/h3>\n
\n875-479-0022 (direct)
\nj.truro@hhr.org<\/p>\nAdditional Information<\/h3>\n
\n
Letter Content<\/h2>\n
Summary<\/h2>\n