1. Leadership & Management Unit MOAC 9: Proofing Documents
Business Letters
Mrs. Holt’s IBT Class
Leadership & Management Unit
MOAC 9: Proofing Documents

2. Definition
The business letter is the basic means of communication between two companies.
Most business letters have a formal tone.

3. What is a Personal Business Letter?
Written from a person to a company
Can be used for any purpose that requires written communication from an individual to a company, such as:
To accompany returned goods
Complaint letter
Thank you letter
Résumé cover letter

4. Purpose
Business letters are written to inform readers of specific information.
However, you might also write a business letter to persuade others to take action.
Business letters even function as advertisements.

5. Persuasive Letters The purpose is to sell your idea to someone,
attempting to get them to do something they may not want to do.
AIDA Formula:
First paragraph Attention
Second paragraph Interest
Third paragraph Desire
Fourth paragraph Action

6. Parts of a Business Letter
Date Line: current date formally written out as month, day, and complete year such as May 3, 2016
Inside Address: name and address of the business and person (if you know the person to whom you are writing)
Salutation: letter’s greeting – use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./Miss
Body: message or ‘meat’ of the letter
Complimentary Closing: letter’s goodbye – using phrases such as Yours truly or Sincerely yours
Signature: writer's handwritten signature
Writer’s Identification: writer’s typed name and address

8. Block Style Personal Business Letter Styles
All lines in the letter begin at the left margin (no tabbing or indenting)

9. Modified Block Style Personal Business Letter Styles
Date line, complimentary closing and writer’s identification begin at midpoint

10. Semi-Modified Block Style Personal Business Letter Styles
date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”

11. Personal Business Letter Punctuation
Acceptable types of letter punctuation in business:
Mixed punctuation – there will be a colon (:) after the salutation and a comma (,) after the complimentary closing
Open punctuation – there will be NO punctuation after the salutation or complimentary closing

12. Differences between a Business and Personal Business Letter
Writer’s company name and address should appear in the letterhead
Writer’s business title is usually keyed under the name
Reference initials are added a DS (press Enter 2 times) after the Writer’s ID –
These initials are of the person who types the letter
Used to easily locate who typed the letter
Enclosure or Attachment notations are added a DS below the Reference Initials
This is a special section that is only added if something else is either physically attached to the letter or accompanying the letter in the same envelope

13. The Seven C’s of Business Letter Writing
Clear
Concise
Correct
Courteous
Conversational
Convincing
Complete

14. Business Letter Writing Checklist
Keep it Short
Cut needless words and needless information
Cut stale phrases and redundant statements
Keep it Simple
Use familiar words, short sentences and short paragraphs
Keep your subject matter as simple as possible
Use a conversational style

15. Business Letter Writing Checklist
Keep it Strong
Use concrete words and examples
Keep to the subject
Keep it Sincere
Be human and as friendly as possible
Write as if you were talking to your reader

16. Do’s of Letter Writing Use plain English
Write in active voice when possible
Use short sentences when possible
Use everyday words and avoid technical jargon
Use lists to present complex materials
Select the words you use very carefully
Use a strong organizational strategy
Use a reader centered tone
Use a business like, conversational tone
Use everyday words: Most U.S. Newspapers are written on an 8th grade level….

17. Don’ts of Letter Writing
Make grammar or usage errors
Use clichés or worn out phrases
Use obsolete and/or pompous language because it "seems" more professional
Be too familiar with your audience
Use humor unless you know what you are doing
Preach
Brag

18. Proofread Before You Print
ALWAYS proofread your letter before you print.
Don’t rely on Spell check alone!
It is also good to have someone else proofread your work.

19. Questions
Comments
Concerns