Business Letters

Business Letters

Mr. Blaugrund

Why do you need to write business letters?

• The key to communication• Business to Business• Individual to Business• Business to Individual

• Accomplish a goal• Earn a business’ respect• Get what you want!

Reasons for writing letters

• I am writing to…

• inquire about …• apologize for …• ask you to…• ask you if…

Reasons for writing letters

Requests

• Could you possibly…

• I would be grateful if you could…

Reasons for writing letters

Agreeing to Requests

• I would be delighted to …

Reasons for writing letters

Giving Bad News

• Unfortunately …

• I am afraid that …

Step 1 – Letterhead orTyped Heading

Company Letterhead• Includes logo, slogan, or

other identifying items• Address, phone number,

and other contact information

• Use a 2 inch top margin and 1 inch side margins

TYPED HEADING• Consists of a typed

return address/email/phone

• Should also include the name of the sender

• Times New Roman, 12 pt.

• Single spacing• Use a 1 inch top

margin and 1 inch side margins

Step 1 - Typed Heading• Type your name and press Enter• Type your address below

(Notice the format of the address. You should ALWAYS format addresses like this.)

• Press Enter twiceFred Smith¶Canyon High School¶19300 W. Nadal St. ¶Canyon Country, CA 91351¶[email protected]¶(661) 252-6110¶¶

Step 2 - Date

• Type today’s date• Then press Enter

four times

Fred Smith¶Canyon High School¶19300 W. Nadal St. ¶Canyon Country, CA 91351¶[email protected](661) 252-6110¶ ¶February 20, 2014 ¶¶¶¶

Step 3 – Inside Address

• Inside Address is whom the letter is TO

• Type the name and address of the person the letter is to

• Include formal title, position and company name

• Press Enter twice

February 20, 2014 ¶¶¶¶Mr. Pete Schmenderman¶Sales Manager ¶Top-Notch Skateboards ¶456 Sacramitlo Ln.¶Rockville, IL 63831¶¶

Step 4 – Salutation or Greeting

• After the Inside Address and a double space

• Type the Salutation or Greeting

• Press Enter twice

Mr. Pete Schmenderman¶Sales Manager ¶Top-Notch Skateboards ¶456 Sacramitlo Ln.¶Rockville, IL 63831¶¶Dear Mr. Schmenderman:¶¶

Step 5 - Body• After the Salutation and a double

space• Type the body of the letter

• Paragraph one: introduce yourself

• Paragraph two: demonstrate knowledge of the industry/company and make your request

• Paragraph three: Conclude and show appreciation

• Press enter twice between paragraphs

• Press enter twice at the end

Dear Mr. Schmenderman:¶ ¶I am a student at Canyon High School who is…. ¶ ¶Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶¶Thank you so much for… ¶¶

First Body Paragraph

• The first paragraph of a typical business letter is used to state the main point of the letter.

• Begin with a friendly opening; then quickly transition into the purpose of the letter.

• Use a couple of sentences to explain the purpose, but do not go into detail until the next paragraph.

Second Body Paragraph• Beginning with the second paragraph, state the

supporting details to justify your purpose. This is where you demonstrate that you have done some research about where you’re writing.

• This paragraph may take the form of background information, questions, a request, and/or your reasons for asking the questions.

• This paragraph should be enough to ask your question(s) and explain why your are asking the question and how the answer will help you.

Third Body Paragraph

• Finally, in the closing paragraph, briefly restate your purpose and why it is important.

• If the purpose of your letter is applying to a school or for a scholarship, consider ending your letter with your contact information.

• However, if the purpose is informational, think about closing with gratitude for the reader’s time.

Dear Mr. Schmenderman:¶ ¶I am a student at Canyon High School who is…¶¶Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…¶¶Thank you so much for… ¶¶

Part 6 – Complimentary Close

• Type the Complimentary Closing

• Press Enter four times

Thank you so much for…¶¶Yours Sincerely, ¶¶¶¶

Part 7 – Writer’s Identification

• Make sure there are four spaces after the Complimentary Close

• Sign your name in black ink and add one space

• Type the Writer’s Identification including position

• Make sure your letter sits in the middle of the page.

Yours sincerely, ¶¶¶¶

Fred Smith (black ink signature)¶Fred SmithStudent¶Canyon High School

Review

• Typed heading• Two spaces• Date• Four spaces• Inside address• Two spaces

Fred Smith¶Canyon High School¶19300 W. Nadal St. ¶Canyon Country, CA 91351¶[email protected](661) 252-6110¶ ¶February 20, 2014 ¶¶  ¶¶  Mr. Pete SchmendermanSales Manager Top-Notch Skateboards456 Sacramitlo Ln.Rockville, IL 63831¶¶

Review

• Salutation• Two spaces• Body Paragraph 1• Two spaces• Body Paragraph 2• Two spaces• Body Paragraph 3• Two spaces

 Dear Mr. Schmenderman:¶ ¶I am a student at Canyon High School who is…. ¶¶Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…. ¶¶Thank you so much for… ¶¶

Review

• Complimentary Close

• Four spaces• Writers Signature• Writers

Identification

Yours Sincerely, ¶¶¶¶

Fred Smith (black ink signature)Fred SmithStudentCanyon High School

Block Style

• Block Style with mixed punctuation

• Block Style: • All letter parts are aligned

on the left margin• Punctuation:

• Colon follows the salutation• Comma follows the

Complimentary close

Fred Smith¶Canyon High School¶19300 W. Nadal St. ¶Canyon Country, CA 91351¶[email protected](661) 252-6110¶

¶February 20, 2014 ¶¶¶¶Mr. Pete Schmenderman¶Sales Manager¶Top-Notch Skateboards¶456 Sacramitlo Ln. ¶Rockville, IL 63831¶¶Dear Mr. Schmenderman:¶ ¶I am a student at Canyon High School who is…. ¶¶Top-Notch skateboards have led the industry since 1995…I would really appreciate it if…. ¶¶Thank you so much for… ¶¶Yours Sincerely, ¶¶¶¶Fred Smith (black ink signature) ¶Fred Smith¶StudentCanyon High School

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 select the words you use very carefully.  • Do use a strong organizational strategy.• Do use a reader-friendly tone.  • Do use a business like, conversational tone. 

DO’S AND DON’TS OF LETTER WRITING

• TONE:• 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. • 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.