J.J. NELSON RN,CMA

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Physicians sent consultation letters Offices communicate collection/bill

payment letters Recall letters are sent Letters to attorneys (e.g. traffic accident,

workmans compensation injury etc.)

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Must be neat and professional

Spelling and punctuation must be correct

Form or style for letters varies

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Business letters, personal business letters, and personal letters all contain the following six standard letter parts:

1. LETTERHEADS OR HEADING 2. DATE 3. INSIDE ADDRESS 4. SALUTATION 5. BODY 6. COMPLIMENTARY CLOSE 7. SIGNATURE LINE 

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Stationary with preprinted headings is called letterhead and used for business letters. Personal and personal business letters are generally printed on plain paper without letterhead. This is the main difference between a business and a personal letters. When you print a personal letter or a personal business letter on plain paper , use your home address and current date as the heading, writing out words such as avenue, boulevard or street. NEVER include your name in the heading.

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 724 Mansfield Road

Rome, NY 13440-8642January 30, 20__

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  The date should be three lines below the heading (or letterhead). It may be lower in a short letter. Keep the date in the format of the letter (block or modified block). The date typed must be the day the letter was dictated. Spell out the month in full.

EXAMPLE: January 10 20__ 

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Inside address provides all the necessary information for mail delivery: name, title, company name, street number, and city, two letter state abbreviation and ZIP code.

Place the inside address double space below the date.

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The first line of the inside address determines the salutation. Double space after the last line of address and type the salutation. A salutation may state "Dear Sirs:" or "Ladies and Gentlemen:" or "Dear Dr. Dalton:” A colon follows the salutation.

EXAMPLES: Dear Paul:Dear Dr. Dalton:Dear Professor Chen:

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Located double space below the salutation (or reference line) begins the body of the letter. The body of the letter is the message Single space the body and double space between paragraphs. The body of the letter should contain at least two paragraphs

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The most common complimentary closing is "Sincerely". This closing is placed double space below the last line of the body. A comma follows the complimentary closing. The following is a list of common complimentary closings:

Sincerely yours, Yours very truly,Yours sincerely, Very truly yours,Yours truly, Cordially,

 

The signature should be typed exactly as it appears on the letterhead, 4 (four) spaces below the complimentary close and lined up with it. An official title may follow the name on the same line, preceded by a comma.

EXAMPLE: Michael C. Brown, DO 

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There are special notations (e.g.. SPECIAL DELIVERY, REGISTERED,

CERTIFIED, AIRMAIL) which are noted in capital letters at the left margin and

double spaced below the date and double space above the first line of the

inside address.

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An attention line routes a letter to a particular person, department, or job title when the letter is addressed to a company. Place the attention line at the left margin as the second line of the inside address, preceded by the word “Attention".

 EXAMPLE: Kelly Manufacturing Inc.

Attention Ms. Lisa Morales210 Brent RoadFrankfort KY 40601-5378

 Ladies and Gentlemen:

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The reference line serves as a title for the body of the letter. A reference line is used often in medical correspondence and should be two spaces below the salutation. Type "RE" followed by a colon. This is frequently dislocated because the dictator commonly dictates it before the salutation.

 EXAMPLE: Dear Dr. MacIntyre:

 RE: Mary B. Pearson

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* REFERENCE INTIALS* Reference initials identify the individual who prepared the document. Place these initials ( in lowercase letters) at the left margin, a double space below the last signature line. If the dictator will not be signing the letter, then both the dictator's and typist's initials are used.

  *ENCLOSURE NOTATION* An enclosure notation

indicates that one or more items are included in the envelope with the letter. Place this notation at the left margin, a double space below the reference initials.

 

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The second page of a letter should have a heading typed on the seventh line of the page. The heading should include the name of patient, page number, and date, in horizontal or vertical form. When the letter does not concern a patient, the name of the correspondent is listed in place of the patient's name. The letter should be continued on the third line after the heading.

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The appearance of a document influences the receiver's reaction to the message and, thus, to the writer. Therefore, you should make your letters as attractive as possible. Use proper stationary. Balance and center your letter on the letterhead or page. Make it neat and accurate. Make someone want to read the message because the "packaging" is pleasing to the eye!.

 

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Correctly type letters following the assigned scenario. BLOCK LETTER MODIFIED BLOCK MODIFIED BLOCK WITH INDENTED PARAGRAPHS SIMPLIFIED BLOCK ENVELOPES

Each assignment is due on Friday in lieu of an article review. A check-off is earned it the average of all is 90% or higher. CAUTION: Late grades result in a -10% grade reduction/day.

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All lines begin at the left margin.

  ASSIGNMENT: Type a business letter using block format. You are the Emergency Room Head Nurse writing to Laedrel for information on the newest ResusiAnnes. Use an attention line for Customer Service.

YOU MUST CREATE THE LETTERHEAD

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All lines begin at the left margin except the date, complimentary close, and signature lines, which begin at the center. This is the most popular style of letter.

 ASSIGNMENT: Type a business letter using

modified block with blocked paragraph format. You are the pharmacist at the local CVS and are corresponding to the Eli Lilly and Company regarding your supply of expired insulin. Use an enclosure notation for the insulin invoice receipts.

 

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This format is similar to the modified block with blocked paragraphs format, except that paragraphs are indented five spaces and the subject line-if used-is indented five spaces to match the paragraphs. This is the least popular of the block styles customarily used in medical offices.

 ASSIGNMENT: Type a personal business letter using

modified block with indented paragraphs format. You are the personal secretary for Jane Fazoli PHD. and she is requesting Dr. Flores to release your medical records to Lima Memorial Hospital. Record the reference initials.

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Simplified block letters are a functional, efficient way of writing. All lines begin at the left margin. The salutation and the complimentary close are omitted. It is a time saver and is used frequently in offices to increase productivity.

The date is placed on line 12. Use upper and/or lower case letters as it fits the needs.

 ASSIGNMENT: Type a personal letter using

simplified block letter. You have recently celebrated your 25th reunion from college and are sending all your friends an update of the event.

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