Practice Typing Business Letters

When you practice typing business letters those who read your letter  should understand you clearly. It should be well laid out, accurately typed and easy to read and understand. This is particularly important because a letter is a messenger.

A letter carries what you want to say to its recipient or the person reading the letter. It is an ambassador because it carries your image or that of a firm or organization which you represent. They should feel happy to read your letter especially if it is good news you are sending to the other firm.

Practice Typing Business Letters -  Errors

It is interesting to note that not all letters that are sent to a company or firm is laid out correctly. The next time you receive a letter from the post take a careful examination of it and you will be surprised to see how many simple mistakes are made or are taken for granted.

Sometimes people are so busy with other chores or there may be other things to attend to that they refuse to take the time off to check and see if the layout of the correspondence is well displayed and punctuated before it is signed, sealed and mailed out from your company. You the typist may consider the contents and display of the letter of little importance but always remember your layout and content tells a thousand words. 

Poor spelling of words reflect badly on the typist. To qualify to work in the office she must be able to spell words correctly.  She also has to choose the right word for the topic especially if they sound alike. 

Try using the Thesaurus feature in your Word program to learn more about words and their similarity. Eg. Antonyms and Synonyms.  Sometimes there is also a red ragged line that shows up under a word.  You have to decide whether the word is spelt correctly or not. Or sometimes the word is correct even though a red ragged line has shown up but it was not stored in the Word program. You the Typist has to point to the word, right click the mouse and from the menu choose Add to dictionary.  

Therefore whatever style of layout you choose for your letter whether it is

• blocked,
• semi blocked or
• indented

It is good to create the right impression not just in the content but in the presentation. Take time to proof read and check all typewritten correspondence before it is mailed to the receiver. 

Practice typing business letters -Layout

A poor layout, like for example

1. forgetting to type in today's date can be crucial.  Dating a letter is important because of issues that can come up and the date of the letter can solve the problem.  Also if the recipient did not receive the letter your mailing recording of mail going out daily can show where the letter was sent out.
2. the address had spelling errors or zip code numbers were incorrect.
3. the name of the person was not spelt correctly
4. using too many sentences to a paragraph,
5. not leaving enough space for the sender to sign his or her signature.
6. Most of all the letter is too high up on the page or too low down on the page.  The letter content must be centered on the page.

No matter how important the letter is or urgent maybe its content can be irritating and does nothing to help the firm's business to excel. It projects a poor image of the company and especially on the Typist or Secretary who can lose her job. So do pay close attention to the preparation and distribution of your firm's business letter.  

Practice Typing Business Letters
Fully blocked style Layout

Practice Typing Business Letters - Checklist

So never let a letter leave the office or home until you are satisfied with its:

1. consistent layout, style,
2. fully blocked,
3. semi blocked or
4. indented,
5. suitable wording, and punctuation.
6. correct paper size

Take your time and thoroughly go through your letter, making sure it is

• ready to be signed by your employer or it is already signed,
• dated with today's date
• the rightful receiver
• the envelope is correctly addressed to the same name and address of the letter.
• If it continues on a second page make sure the page is addressed correctly with the receiver's name, page number and today's date.
• Staple pages one and two together.
• Place it in the appropriate envelope
• Seal it
• Place the stamp on the top right corner of the envelope.
  

Now you are ready to mail your letter.

There is also a gentle reminder you need to know about. You always need it at all times with your letter. They go together. What is it? Envelopes.

Envelopes

What about your envelopes? Are you addressing them correctly. Are you using the right size for your letters.

Click the links below to see a letter layout or addressing envelopes.

Letter Layout

Envelopes

Home