Workplace Writing Business Letter (Pearson Literature Book p. 512)
Feb 25, 2016
Workplace Writing
Business Letter(Pearson Literature Book p.
512)
What is a business letter? A piece of correspondence that you
write when conducting business or professional matters.
What makes a business letter effective? Clear Direct Courteous Well formatted
Where do you find this type of writing? Requests for information,
appointments, or interviews Formal complaints or
commendations Business proposals
Format of the business letter
Refer to page R34 in Pearson Literature Book
How do you format a business letter? Block Format
Each part of the letter begins a the left margin.
A double space is used between paragraphs
Modified Block format Some parts of the letter (heading and
closing are indented to the center of the page.
What is the heading? The writer’s address and
organization if any and the date
What is the inside address? Indicates where the letter will be
sent
What is the salutation? It is punctuated by a colon When the specific addressee is not
known, use a general greeting such as
“Dear Sir or Madam:” or “To Whom It May Concern:”
What is the body? States the writer’s purpose
What is the closing? “Sincerely” is common, but “Yours
truly” or “Respectfully yours” are also acceptable
To end the letter, the writer types his/her name and provides a signature.
What are voice and tone?Pearson Literature p. 513 Voice
Created by the use of formal vocabulary and tone
Tone The attitude you take toward the
subject of your letter
Who is your audience? Express yourself clearly and
professionally You may need to research topic so
you can ask relevant questions. Maintain a formal tone
How do I maintain a formal tone in a business letter? Avoid slang and contractions Replace casual language with
formal expressions Include only essential information
the person needs to answer your questions
No contractions (e.g. it’s, there’s)
What is a memo? Purpose is to give information to a
number of people Has all the information at the top
Who wrote it Whom it is to Date Subject
Body of memo has all the information Do not have addresses, greetings, or
closings
Sample memo
What is e-mail? An efficient way to request or present
information Less formal than business letter Speedy and direct access to the source
of information Be clear in subject line (like in a memo) Short and to the point Include a greeting, body, closing, and
an electronic signature
Sample e-mail
Revising Strategies for a Business Letter
Active Voice vs. Passive Voice
ACTIVE Verb in the active
voice expresses an action done by its subject Ex: The student
yelled at the teacher.
PASSIVE Verb in the
passive voice expresses an action done to its subject Ex: The
teacher was yelled at by the student.Active voice produces a more direct and
forceful sentence, therefore USE ACTIVEVOICE.
Grammar Workbook
Pages 127-130 EXERCISES PRACTICING
ACTIVE AND PASSIVE VOICE
Combine Choppy Sentences Avoid choppy sentences by
combining two or more sentences with related ideas into one. CHOPPY: I went to Hometown Buffet. I
had mashed potatoes and gravy. COMBINATION: I went to Hometown
Buffet and had mashed potatoes and gravy.
Letter to Principal
Write your own letter to the principal. Use graphic organizer and rough draft form. Type final letter to be turned in. Use rubric in Pearson Literature book p 515 to check letter before turning it in.