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 applicationWriting 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