Workplace Writing Business Letter (Pearson Literature Book p. 512)

What is a business letter? A piece of correspondence that you write when conducting business or professional matters.

What makes a business letter effective? Clear Direct Courteous Well formatted

Where do you find this type of writing? Requests for information, appointments, or interviews Formal complaints or commendations Business proposals

Format of the business letter Refer to page R34 in Pearson Literature Book

How do you format a business letter? Block Format Each part of the letter begins a the left margin. A double space is used between paragraphs Modified Block format Some parts of the letter (heading and closing are indented to the center of the page.

What is the heading? The writer’s address and organization if any and the date

What is the inside address? Indicates where the letter will be sent

What is the salutation? It is punctuated by a colon When the specific addressee is not known, use a general greeting such as “Dear Sir or Madam:” or “To Whom It May Concern:”

What is the body? States the writer’s purpose

What is the closing? “Sincerely” is common, but “Yours truly” or “Respectfully yours” are also acceptable To end the letter, the writer types his/her name and provides a signature.

What are voice and tone? Pearson Literature p. 513 Voice Created by the use of formal vocabulary and tone Tone The attitude you take toward the subject of your letter

Who is your audience? Express yourself clearly and professionally You may need to research topic so you can ask relevant questions. Maintain a formal tone

How do I maintain a formal tone in a business letter? Avoid slang and contractions Replace casual language with formal expressions Include only essential information the person needs to answer your questions No contractions (e.g. it’s, there’s)

What is a memo? Purpose is to give information to a number of people Has all the information at the top Who wrote it Whom it is to Date Subject Body of memo has all the information Do not have addresses, greetings, or closings

Sample memo

What is ? An efficient way to request or present information Less formal than business letter Speedy and direct access to the source of information Be clear in subject line (like in a memo) Short and to the point Include a greeting, body, closing, and an electronic signature

Sample

What is a revising strategy to use in a business letter? Verb in the active voice expresses an action done by its subject Ex: The salesman broke the vacuum cleaner. Verb in the passive voice expresses an action done to its subject Ex: The vacuum cleaner was broken by the salesman. Active voice produces a more direct and forceful sentence than the passive voice—use active voice when you can.

Grammar Workbook Pages EXERCISES PRACTICING ACTIVE AND PASSIVE VOICE

Pearson Literature Book p 515 Take Cornell Notes on Integrating Grammar Skills WORKSHEETS: “PRACTICING INTEGRATING GRAMMAR SKILLS” AND “COMBINE CHOPPY SENTENCES”

Letter to Principal Write your own letter to the principal. Use graphic organizer and rough draft form. Type final letter to be turned in. Use rubric in Pearson Literature book p 515 to check letter before turning it in.