Ms. McMurchy's Class



Business LettersComponents of a Business LetterThere are 8 main components to a business letter:The heading includes the date the letter was written. If you do not use letterhead stationery, you need to include your address over the date.The address above the salutation is the letter recipient’s full address. This address should match the address on the envelope.The salutation is the line that begins “Dear …” Use Mr. for men, Ms. or Mrs. for women, and Mx. for gender neutral. You can also use generalized salutations like “To whom it may concern” if you do not know who you are specifically addressing the letter to.You can also include an attention line two spaces below from the recipient’s address as well as a subject line (if necessary):Attention: Technical DirectorSubject: Purchase Order #41763The body of your letter contains the text of your message.The complimentary closure should appear two lines below the last line of the body, at the left margin. Capitalize only the first letter of the first word and always end the lien with a comma. You can use a variety of closures including “Yours truly,” “Sincerely,” “Best regards,” or “Best wishes.”Your signature should be in blue or black ink. Allow three vertical spaces for your signature.The identification line contains your typed name, and, if you have one, your title. If the letter was not typed by the author or the person signing the letter, you would indicate who wrote the letter using their initials in lower case underneath the signature line.Enclosures or distribution of the letter is placed two vertical spaces below the identification line. This states any additional documents that you have included in the letter (if anything).Styles of LettersFull Block Style LetterIn a full block business letter, every component of the letter (heading, address, salutation, body, salutation, signature, identification, enclosures) is aligned to the left. Also, first sentences of paragraphs are NOT indented.Modified Block FormatIn a modified block business letter, the heading, complimentary close, the signature, and identification are aligned to the right. Everything else is aligned to the left. First sentences of each paragraphs are also indented.Examples:Your turn: Type the following letter use the full block style that I have shown you. Everything should be exactly like the examples above: flush left, no indentations, single spaced, with a blank line between paragraphs, and 3 blank lines above the sender’s name where a signature would go (you do not have to sign it though). For the letterhead, you may use the centering feature or flush left.Upload this to your website under your “In-Class Work” tab.Letter One:If you finish early, you can also type this letter. Letter #2:Letter of ConfirmationFor “The Interview Project,” you must write a Letter of Confirmation to the person you are interviewing to confirm the date, time and setting of your interview (even if you are interviewing your siblings or parents, you still must do this!).Here are the components of a Letter of Confirmation:Should follow Full Block Style Letter format (date, addresses, etc.)Remind them of the purpose and explain your excitement for the interviewDate, time and setting of the interviewEstimated length of interviewAre you recording the interview? Make sure to remind them if you are!Thank them in advanceFor more formal situations needing a letter of confirmation, you might want to include:Where to parkRemind them of anything they need to bring (ex. Portfolio, work samples, etc.)How to enter the building and where your office isPlease see the next page for a sample of a Letter of Confirmation. Please note: your Letter of Confirmation should be in your own words. If you copy the one below, it will not make sense nor will it seem genuine. Also, what happens if someone else provided that same Letter of Confirmation? That would look VERY bad!Formatting:Single spacing (make sure “before” and “after” are at 0)1” margins12 point font (Times New Roman, Calibri, or Ariel)No slang (ex. My aunt is basically my best friend and she treats me like so good)Be careful about grammar and spelling!Letter of Confirmation Rubric10-97-85-60-4ContentX2Message stated is clear, precise, and shows insight into task. Message is written in a professional manner and shows interest in the interview.Message is clear and demonstrates understanding of the task.Message is mostly clear. Reader can somewhat identify that the interviewer is interested and excited about the task. Letter contains slang. Message is not clear. It does not demonstrate understanding of the task nor does it show interviewers interest in the task. Letter is not written in a professional manner.FormatLetter follows correct formatting as stated in assignment.There is 1 formatting error in the letter.There is 2 formatting errors in the letter.There is 3+ formatting errors in the letter.Mechanics/GrammarContains 0-1 spelling or grammatical errors.Contains 2-5 spelling or grammatical errors.Contains 6-10 spelling or grammatical errors.Contains 10+ spelling or grammatical errors.Total: /40 ................
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