1. Writing a Business Letter
Business Letters
Writing a Business Letter

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?
Is a 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
You will write business letters 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. Parts of a Business Letter
Date Line: current date written out as month, day, and complete year
Inside Address: name and address of the business to whom you are writing
Salutation: letter’s greeting – you 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 and Sincerely yours
Signature: writer's handwritten signature
Writer’s Identification: writer’s typed name and address (because your letter will not have a letterhead, you will need to type your address underneath your name at the bottom)

7. Personal Business Letter Styles and Punctuation
There are two types of letter styles that are acceptable in business:
Block style – all lines in the letter begin at the left margin (no tabbing or indenting)
Modified block style – date line, complimentary closing and writer’s identification begin at midpoint
Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”
There are two types of letter punctuation that are acceptable 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

8. Guidelines for Your Letter
Font Size: 12
Font Style: Times, Times New Roman, or Arial
Spacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the document)
1 space after a semicolon
1 space after a comma
1 or 2 spaces after a colon (stay consistent within the document)
1 space between state abbreviation and zip code
Block Style with Open Punctuation
Top Margin: 2 inches
Side and Bottom Margins: 1 inch

9. Personal Business Letter Order and Spacing
2” Top margin
Date QS (Press Enter 4 times)
Inside Address– DS (press Enter 2 times)
Salutation – DS (press Enter 2 times)
Body – SS the text within the paragraph and DS between the paragraphs
Complimentary Closing – QS
Writer’s ID (name and address)

10. Sample Letter Top Margin: 2" Side Margins: 1" Current Date (QS)
Ms. Terra Green
1923 Deserama Circle
Cottonwood, AZ 86326
(DS)
Dear Ms. Green
This letter is keyed in block style with open punctuation. All lines, including the date, inside address, salutation, and closing begin at the left margin. A double space is left between all letter parts except before the inside address and the writer’s name, where a quadruple space (4 returns) will be found.
This letter style is to be used for FBLA-PBL competition.
Sincerely
Barbara Small
Shaw High School Student
7579 Raider Way
Columbus, GA 31909

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

12. 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.

13. 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

14. Do’s and Don’ts of Letter Writing
STYLE: (sentence structure and vocabulary)
Do use plain English. 
Do write in active voice and use short sentences when possible.
Do use everyday words and avoid technical jargon.
Do use lists to present complex materials. 
Do select the words you use very carefully. 
Do use a strong organizational strategy.   
Don't make grammar or usage errors. 
Don't use clichés or worn out phrases. 
Don't use obsolete and/or pompous language because it "seems" more professional. 

15. Do’s and Don’ts of Letter Writing
TONE:
Do use a reader centered tone. 
Do use a business like, conversational tone. 
Don't be too familiar with your audience.  Remember to keep some distance, this is a business relationship.
Don't use humor unless you know exactly what you are doing.  What is funny to you might be an issue of the highest seriousness with other people.
Don't preach.  If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message.
Don't brag.  It’s good to be confident, but don't carry it to an excess.

16. Assignment
Being about to sell yourself is very important when it comes to getting the job you desire. In a cover letter, with Word, use this proper business letter format you just learned about to tell me why you are the best person for a job that you may apply for in the future. You must convince me within a couple paragraphs that you are the perfect person for the job by describing your abilities and accomplishments from previous years.
How good of a sales person are you? Can you sell me for hiring you for the job of your choice?

17. Proofread Before You Print
ALWAYS proofread your letter before you print.
It is also good to have someone else proofread your work.
I will count off for spelling and grammar mistakes!
Example Business Letter for Proofreading

18. Sources
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