Writing a Business Letter
Purpose of a Business Letter Request information Request resources Request a recommendation from an individual or group
Three types of business letters Letter of request Writing to ask for some information or some action Letter of application Writing to apply for a job, college etc Letter of complaint Writing to complain to someone about something
Format Beginning- Introduces yourself and your request Middle- Provides details of the request Ending- Expresses thanks and tells them specifically what you want from them
Parts of a Business Letter Heading- includes writer’s (you) complete address and the date Do not include your name Do not abbreviate anything (ie. Date, address, person’s title) At least 1 inch from top of page, left justified Inside Address- Reader’s (person you are writing to) name and address 4-7 spaces down from the heading Includes company name Person’s title If not writing to a specific person, begin with the name of the organization or business
Parts of a Business Letter Salutation- Greeting, always end with a colon Body- Main part of the letter Do not indent (block format) Single--spaced Double- space between sections/paragraphs, not between each line Use formal language- no contractions, slang, conversational speech Beginning- states why you are writing Middle- provides details End- focuses on what should happen next
Parts of a Business Letter Complimentary closing- after the body. Capitalize the first word of closing and put a comma after the closing. Sincerely, Yours truly, Signature- ends the letter. If typing the letter, leave four spaces under the closing; then type your name. Sign your name in blue or black ink only
Writing Tips Before you write…. Determine your purpose Gather information Consider your reader As you write…. Keep it short ( 1 page only) State your request Be courteous Focus on the outcome Be reasonable
Writing Tips After you have written a first draft… Check for completeness Check for appropriate voice Check for correctness Check for conventions