BUSINESS LETTERS FOR BUSY PEOPLE.pdf

Rockhurst College Continuing Education Center, Inc.

tions. This book may not be reproduced, in whole or in part, in any form or by any

means electronic or mechanical, including photocopying, recording, or by any

information storage and retrieval system now known or hereafter invented, with-

out written permission from the publisher, The Career Press.

B USINESS L ETTERS FOR B USY P EOPLE , 4 TH E DITION

E DITED AND T YPESET BY N ATIONAL P RESS P UBLICATIONS

Cover design by Johnson Design

Printed in the U.S.A. by Book-mart Press

To order this title, please call toll-free 1-800-CAREER-1 (NJ and Canada:

201-848-0310) to order using VISA or MasterCard, or for further information

on books from Career Press.

The Career Press, Inc., 3 Tice Road, PO Box 687,

Franklin Lakes, NJ 07417

www.careerpress.com

Library of Congress Cataloging-in-Publication Data

Carey, John A.

Business letters for busy people : time saving, ready-to-use letters for any occasion / edited

by John A. Carey.

p. cm.

Rev. ed. of: Business letters for busy people / written by Jim Dugger. 3 rd ed. c1996.

“Edited … by National Press Publications”—T.p. verso.

Includes index.

Bookz ISBN 1-56414-612-X (paper)

1. Commercial correspondence—Handbooks, manuals, etc. I. Dugger, Jim. Business

letters for busy people. II. National Press Publications. III. Title.

HF5726 .D8 2002

651.7'5—dc21

02002025615

About Rockhurst University

Continuing Education Center, Inc.

Rockhurst University Continuing Education Center, Inc. is committed to

providing lifelong learning opportunities through the integration of innovative education

and training.

National Seminars Group , a division of Rockhurst University Continuing

Education Center, Inc., has its finger on the pulse of America’s business community.

We’ve trained more than 2 million people in every imaginable occupation to be more

productive and advance their careers. Along the way, we’ve learned a few things — what

it takes to be successful … how to build the skills to make it happen … and how to

translate learning into results. Millions of people from thousands of companies around

the world turn to National Seminars for training solutions.

National Press Publications is our product and publishing division. We offer a

complete line of the finest self-study and continuous-learning resources available

anywhere. These products present our industry-acclaimed curriculum and training

expertise in a concise, action-oriented format you can put to work right away. Packed

with real-world strategies and hands-on techniques, these resources are guaranteed to

help you meet the career and personal challenges you face every day.

Le gend Symbol Guide

Checklists that will help you identify important issues for

future application.

Table of Contents

Introduction ............................................................................................................. xiii

1 Writing From Scratch .......................................................................................... 1

Four Considerations of a Business Letter ..............................................................2

Organization ...........................................................................................................3

The Seven "C’s" of Style .......................................................................................6

In a Nutshell ...........................................................................................................8

2 Parts of a Business Letter ..................................................................................... 9

Letterhead ............................................................................................................10

Date .......................................................................................................................10

File Number .........................................................................................................10

Confidential .........................................................................................................10

Inside Address ......................................................................................................10

Attention Line ......................................................................................................11

Salutation .............................................................................................................11

Subject Line .........................................................................................................12

Body of the Letter ................................................................................................12

Complimentary Close ..........................................................................................12

Signature ..............................................................................................................13

Additional Information ........................................................................................13

Postscript ..............................................................................................................13

Mailing Instructions .............................................................................................13

3 Format of a Business Letter ............................................................................... 15

Block ....................................................................................................................17

Modified Block ....................................................................................................18

Modified Semi-Block ..........................................................................................19

Simplified .............................................................................................................20

Hanging Indented .................................................................................................21

Memo ...................................................................................................................22

4 Collection Letters ................................................................................................ 23

Step-by-Step Guide ..............................................................................................24

Notification ..........................................................................................................25

Reminder ..............................................................................................................26

Inquiry ..................................................................................................................27

Urgency ................................................................................................................28

Final Notice/Ultimatum .......................................................................................29

Insufficient Funds ................................................................................................30

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