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3 Jane Donahue, Supervisor Montclair Associates 180 Main Avenue Toronto, Ontario M6G 2G6 Today s date Alex Watson, Principal North Delta Secondary School Avenue Delta, BC V4C 5J6 Dear Mr. Watson Business letters serve many important business functions, such as ordering products and services, informing customers, correcting problems, making inquiries, and conveying goodwill. This letter is an example of a personal business letter keyed in block format using open punctuation which is also known as zero point punctuation. Block formatting means that all lines begin at the left margin. Zero point punctuation means that there is no comma after the salutation or closing. The side margins are set at one inch and use 11 or 12 point serif typeface. Examples of serif typefaces are Times New Roman, Century, Garamond, and Palatino. A double space is left between all letter parts except before the inside address and the writer s name, where a quadruple space (4 returns) will be found. A well written personal business letter should contain an opening paragraph, one or more body paragraphs and a closing paragraph. In the opening paragraph, introduce yourself and your company and explain why you are writing. The body paragraphs give more specific details and information. Finally, the closing paragraph summarizes the key points of your letter, gives a specific action that you would like the addressee to take, and thanks the reader for their time. Letters should make a favorable impression on those who receive them. Each letter should be arranged to be pleasing to the eye. Please remember that the most effective way to make a good impression with a business letter is to use block format and zero point punctuation every time. Yours truly Jane Donahue, Supervisor ti Originator s, return or sender s address Date Inside or receiver s address Salutation Closing Sender s signature block Sender s name and title Typist s initials normally yours = a line space/where you press return = four spaces, where you press the space bar four times /Keyboarding11/letters on plain paper/letters on plain paper formatting exercises.doc

4 1. The first line of an inside address identifies the addressee, the person to whom the letter is written. The correct for consists of the individual s first and last name. 2. Courtesy titles are no longer necessary in the inside or originator s address. Courtesy titles include Mr., Mrs., Miss, Ms., and Dr. Use Ms. When you do not know the marital status of a woman or when she prefers this title. Courtesy titles are required for the salutation. If you choose to use a courtesy title in the inside address then you must use a courtesy title in the originator s name/address too. Old school way of typing a business title 3. The address usually contains the person s business title, if it is known. Put the business title after a comma after the receiver s name. 4. The next line contains the company s name. 5. The most important address information is in the last two lines. The second line from the bottom contains a number and street name or a post office box to which mail is delivered. 6. The city, two-letter province or state abbreviation, and postal or zip code are on the last line. Separate the city and state or province abbreviation with a comma. Leave four spaces between the state and postal code. New school way of typing a business title: Carole Lanoff, Office Manager System Design, Ltd Hillside Road Columbia, MO Alberta British Columbia Manitoba New Brunswick Newfoundland and Labrador Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Quebec Saskatchewan Yukon /Keyboarding11/letters on plain paper/letters on plain paper formatting exercises.doc

5 1. The addressee is the person who wrote the letter. 2. Mr. and Ms. are examples of salutations. 3. An addressee s business title is usually keyed on the second line of the inside address. 4. Always separate the state or province abbreviation from the postal or zip code with a semi-colon. 5. Leave a double space after the inside address. Garfield Trust Company / Sherbrook, Quebec / J1H 1W8 / 111 Craig Ru / Mrs. Kris Eberhart / Loan Officer P.O. Box 28 / Devon, DE / Dr. Alice Hinton / United Fund Campaign / Chairperson Jain Publishing / President / New Delhi / India / 2798 Rajguru Road / Mr. Shanti Devi Edmonton / T6G 2E5 / 76 Avenue SE / Alberta / Mr. Jon Takata / Compu Data / Manager Mrs. Laura Fernberg / P.O. Box 33 / Wolfville, Nova Scotia / Fine Arts Council / B0P 1X0 / Administrator /Keyboarding11/letters on plain paper/letters on plain paper formatting exercises.doc

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7 The salutation is a greeting to the individual receiving the letter. 1. Whenever possible, use the individual s name in the salutation. The correct form to use is the courtesy title (Mr., Ms., etc.) and the last name. 2. The salutation generally used in personal business letters is Dear, as in Dear Dr. Groves. 3. The inside address does not always contain the name of an individual. If the letter is addressed to a company or department, the accepted salutations to a company or department, the accepted salutation is Dear Sir or Madam. 4. You also may use a business title if you do not know the individual s name, as in Dear Credit Manager or Dear Executive Editor. 5. For open punctuation, do not key a colon or comma after the salutation. 1. Leave a triple space between the salutation and the body of a business letter. 2. When open punctuation is used, a colon is always keyed after the salutation. 3. An accepted salutation in a letter addressed to a company is Dear Sir. 4. The correct courtesy title to use when you do not know a woman s marital status is Mrs. 5. If a letter is addressed to Mr. Gene Raux, Office Manager an appropriate salutation to use is Dear Sir or Madam. 6. The person named in the salutation of a business letter is the same one whose name appears in the first line of the inside address. 7. If the first line of the inside address is Mr. John Morris, the salutation is Dear Mr. Morris /Keyboarding11/letters on plain paper/letters on plain paper formatting exercises.doc

8 If a letter is addressed to Mrs. Maggie Creighton, Marketing Manager, an appropriate salutation to use is Dear Marketing Manager /Keyboarding11/letters on plain paper/letters on plain paper formatting exercises.doc

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