Proposal - HR AGing workforce
moerifai
BusinessLetterReview.pptxBusiness Letters
A review of how to format a letter
CM 2300
School of Language Studies and Academics
School of Language Studies and Academics
1
Lecture 2 BROCKIE
Fall 2014
Co. name and address (could be letterhead)
1. Complimentary Close
2. Signature (by hand)
3. Typed Name
4. Title
1. Recipient name / title
2. Company name
3. Complete Address
Salutation - Dear Name:
Body
School of Language Studies and Academics
Letter format – what goes where?
Receiver’s company name / address
Complimentary Close
Receiver’s Name & title
Body of letter
Date
Your company name / address
Signature – hand writing
Your position / title
Salutation
Your name
2. ________________________
1. ________________________
3. ________________________
4. ________________________
6. ________________________
5. ________________________
7. ________________________
8. ________________________
10________________________
9. ________________________
Your company name / address
Date
Receiver’s name and title
Receiver’s co. name / address
Salutation
Body of letter
Complimentary Close
Signature
Your name
Your position/title
School of Language Studies and Academics
Inside Address
Position: two to four spaces below date
Left-aligned
Include name of specific person if possible
Include job title
may also include Mr. Ms. Mrs. (optional)
NOTE: Adjust vertical position of letterhead/heading and inside address to balance your page layout.
School of Language Studies and Academics
Salutation
Position: usually two line spaces below inside address
Begin with Dear, end with colon (:)
Use ‘attention’ instead of ‘dear’ if…
…you don’t know the person’s name (e.g.: Attention: General Manager)
…it’s going to a group of people (e.g.: Attention: Engineering Department)
School of Language Studies and Academics
Letter Text
Begin two lines below salutation
Typical structure:
Introduction paragraph – identify purpose and engage interest
Details - one or more paragraphs depending on content of letter
Closing paragraph – sum up, encourage action if applicable, and provide contact info:
School of Language Studies and Academics
Letter Text
Keep paragraphs short – fewer than 8 lines if possible
Consider using bullets or lists to make detailed information easier to follow
School of Language Studies and Academics
Closing – Three Components
Complimentary Close (eg: Sincerely,)
Signature (allow three line spaces)
Writer’s name and position
Common Closings
Yours Truly, Sincerely, Respectfully, Regards, Best Wishes etc.
School of Language Studies and Academics
Optional Elements
Attention line: if you don’t know person’s name, or if writing to group
Subject line: good for attracting attention to purpose. Place below salutation.
Enclosure Note: below writers name – state number of enclosures (Enclosures 2, Encl. 2)
Distribution Note: at very bottom – indicate with copy, cc (carbon copy), bc (blind copy), or distribution (c. S. Porter)
School of Language Studies and Academics
Design Factors
Choose format – full block or simplified
Use 10-12 point font
Use quality stationery
Use uniform margins and spacing to achieve balance and visual appeal
Keep it short – one page if possible
A proposal letter may run to 2 pages with an attachments.
School of Language Studies and Academics
Oryx Communications
The Corniche - P.O. Box 26793
Doha, Qatar
May 8, 2006
Fred Perry, Manager of Contract Training
College of the North Atlantic - Qatar
P.O. Box 24449
Doha, Qatar
Dear Mr. Perry:
I am writing to you for more information on the various training programs your college offers. I
have a team of 45 employees, and I ’m interested in helping them update their business
communication skills. Specifically, I would like my emp loyees to develop their skills with letter
writing, report writing, and presentation skills, while improving their use of English.
I have heard good things about your college, and I look forward to hearing back from you with
full details. Please send a complete package to the address abo ve, and feel free to call me at 495-
6358 to discuss the possibilities.
Sincerely,
Hamad Al Naimi
Human Resources Manager
