Business Letters

Business Letters

• to ask for information so we can get something done or to solve a problem

• to offer opinions

• to persuade someone to act in our best interest

• to convey information

Types of business letters

1. Letters of request or inquiry

2. Letters to an editor or official

3. Letters of complaint or compliment

4. Letters of opinion or information

Letters of Request or Inquiry

•writer is trying to locate information to solve a problem

•writer is wanting to learn more about a topic

Letters to an editor or official

• writer is expressing an opinion or a wish about a situation

• sent to an editor of a magazine or

newspaper who has the power to print the letter for others to see

• can also be written to someone who is in charge of rules and decision-making

Letters of complaint or compliment

• written when we are unhappy about something and want the receiver of the letter to do something about it

• written to let someone know they have done a good job or service

Letters of opinion or information

• written to convey strong feelings or ideas about a topic or situation

Parts of a Business Letter

Parts of a business letter

1. Return Address/Date2. Inside Address3. Salutation4. Body5. Closing 6. Signature

Return Address/Date

• your street address, city, province, postal code

• date (located immediately below the return address - double spaced)

• located in the upper right-hand corner of the paper

Inside Address

• person to whom you are writing the letter - first and last name

• official company title of recipient

• full company name

• company address, including city, province and postal code

• located at left-hand margin

Salutation

• the letter’s greeting• appears below the indside address and

begins at the left-hand margin of the letter• usually begins with “Dear” followed by the

person’s name • If name unknown, you may use

– Dear Sir: Dear Madam: Dear Sir/Madam: – To Whom it May Concern:

• always followed by a colon

Body

• main portion of the letter

• in a business letter, use block style, indentions are not used in front of paragraphs

• spaces are used between paragraphs

• all the paragraphs begin close to the left-hand margin.

Body - 3 paragraphs• 1st - introduce the subject

- imply what response you wish to invoke

• 2nd - longest paragraph - outline details, keep it brief and to the point• 3rd - summarize all points you made before

-make any requests you have (i.e. I would be grateful if you could include a brochure . . .)

- if there is to be further contact (i.e. I look forward to hearing from you. . .) - close letter with a thank you (i.e. Thank you for your prompt attention to this matter.)

Closing

• the letter’s good-bye• found near the right-hand margin and

lined up below the return address• followed by a comma• only the first word of the closing is

capitalized

Closing

Good closing for a business letter:

- Sincerely yours,- Yours truly,- Best regards,- Kind regards

Signature

• handwritten signature between the closing salutation and your typed name

• first and last name typed below the signature, usually four spaces below the closing

• includes your first and last name

Abbreviations

• cc: Mr.Miller - indicates who else will receive a copy of the letter

• Encl. - tells there is something enclosed. If more than one item, indicate how many in brackets Encl. (3)

• JM/ms - indicates written by JM, but typed by ms

NOTE: Only one abbreviation per line

TIPS

• keep the letter brief and to the point

• do not use shortened verb forms (contractions) - write them out• use simple language, this is not the

time to show off your superior vocabulary • do not speak in ambiguous terms

TIPS

• remember whom it is you are talking to

• if you are speaking to a superior, maintain your distance of respect, while still selling your point

• always keep a copy of your correspondence for future reference

St. Michael’s College School1515 Bathurst StreetToronto, Ontario M5P 3A5

April 1, 2012.

Tiny Tots Toy Company,2000 Yonge Street,Toronto, Ontario M1B 2C3

Dear Customer Service Representative:

I recently purchased one of your Tiny Tents (Model # 47485) for my brother. Unfortunately, after viewing thecomponents that came with the product, I discovered that four of the parts were missing. Also, the instructionsthat came with the tent are incomplete. Both of these situations have resulted in the tent remaining unassembled and unacceptable as a toy for my brother.

I am writing to request replacements for the missing parts, and a copy of the full set of assembly directions for the model I purchased. If reasonable arrangements are not made within ten business days, I will return the tent to the store I purchased it from and expect a full refund. To assist you in processing my request, I am including acopy of my sales receipt and a list of the missing parts.

I have purchased other toys manufactured by your company in the past, and have always been impressed withthe quality and selection Tiny Tots has made available to its customers. I sincerely hope this is a one-time incident, and that any future purchases I make will live up to the standard my family has come to expect fromyour company.

Sincerely,

Michael J. Student

encl: (2)