Post on 30-Dec-2015
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Writing Business Letters
Elements of a Business Letter
Parts of a Business Letter
Format of a Business Letter
Practice
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Business letters should be formal and professional.
Writing Business LettersElements of a Business Letter
Elements of a Business Letter
Clarity Clearly and briefly give the information that the recipient of the letter needs to know.
Courtesy Address your recipient politely, even if you’re writing a complaint letter.
Style Write your letter in a formal style.
Tone Use a respectful, formal tone.
Vocabulary Use the same vocabulary that you would use in a formal speaking situation. Define any terms that your recipient might not know.
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Writing Business LettersParts of a Business Letter
Parts of a Business Letter
• heading
• inside address
• salutation
• body
• closing
• signature
Writing Business LettersParts of a Business Letter
Heading
YYour Street AddressYour City, State, and ZIP codeDate of letter
Example8 Chimney Rock WaySuburbanite, CA 98990April 6, 2005
Writing Business LettersParts of a Business Letter
Inside Address
Recipient’s Title [Ms., Dr., etc.]Recipient’s Business TitleCompany NameStreet AddressCity, State, and ZIP code Example
Mr. S. K. MiyamotoConference Project ManagerWYSIWYGame Arts41311 On Donner HighwayCybercity, CA 99880
Writing Business LettersParts of a Business Letter
Salutation
Dear [Title and Last Name of Recipient]:
ExampleDear Mr. Miyamoto:
Writing Business LettersParts of a Business Letter
Body
Paragraphs1. stating clearly your reason
for writing2. providing information
relevant to your goal 3. thanking the recipient in
advance for assistanceExampleI am writing to request the chance to attend your upcoming “Making Games Fun Again” conference in May....
Writing Business LettersParts of a Business Letter
Closing
Closing expression followed by a comma
ExampleSincerely,
Writing Business LettersParts of a Business Letter
Signature
Four blank lines for signature—full name without title—followed by your typed name
Example
Judy Realdata
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Writing Business LettersFormat of a Business Letter
• Block-style format: align all six parts of the letter at the left margin.
• Modified-block-style format: indent the heading, closing, and signature and the first line of each paragraph.
Choose a format for your letter.
Writing Business LettersFormat of a Business Letter
Block Style
[Heading][Inside address]
[Salutation]
[Body: indent the firstline of each paragraph]
[Closing]
[Signature]
Modified-Block Style
[Heading]
[Inside address]
[Salutation]
[Body: align paragraphs at the left margin]
[Closing]
[Signature][End of Section]
Writing Business LettersPractice
Write a business letter in the proper form and with a tone and style appropriate to your audience.
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