2. + 1. Why do people write letters? What are
some specific events or purposes when letter
writing is important or expected?
3. + 2. When would sending a letter be more
appropriate or convenient than using another
means of communication?
The message may be too hard to relay in person (e.g.,
sharing bad news admitting guilt, apologizing, offering
condolences).
When telephones are not available or convenient.
When there needs to be an official record of the
correspondence.
4. +
Parts of a Business Letter
Heading
Inside Address
Salutation/Greeting
Body
Closing
Signature
5. +
Heading
Your Street Address
Your City, State Zip
Date
6. +
Inside Address
First and Last Name of the Person to whom you are writing
Their Street Address
City, State Zip
8. +
Body
You do not want to indent when you are using this format.
You want to introduce yourself and the topic you are writing
about to the reader.
Remember that the first rule of writing is to know your
audience. You must sound as professional and passionate as
possible.
Your letter needs to have the facts, reasons, and examples
to support your position. Remember to remind the reader
how you can be contacted .
9. +
Closing/Signature
Sincerely/Kindly/Regards/Yours truly,
Your first name and last name
Signature
10. +
Things to avoid
avoid using slang (cool, etc.)
avoid contractions (I’m, it’s, they’re, etc.)
avoid emotional language(terrible, stupid, etc.)
avoid vague words such as nice, good, not good etc.
11. +
Sample body paragraph
On (date), I (bought, leased, rented, or had repaired) a
(name of the product) at (location, date and other
important details of the transaction).
Unfortunately, your product (or service) has not performed
well (or the service was inadequate) because (state the
problem). I am disappointed because (explain the
problem: for example, the product does not work
properly, the service was not performed correctly, I was
billed the wrong amount, something was not disclosed
clearly or was misrepresented, etc.).
12. +
Sample body paragraph (cont.)
To resolve the problem, I would appreciate your (state the
specific action you want - money back, charge card
credit, repair, exchange, etc.). Enclosed are copies of my
records.
I look forward to your reply and a resolution to my problem
and will wait until (set a time limit) before seeking help
from a consumer protection agency or the Better Business
Bureau. Please contact me at the above address or by phone
at (home and/or office numbers with area code).
13. +
Sample body paragraph 2
After meeting with you on (date), I am writing to follow up
regarding our discussion about (prospective employment,
responsibilities of the job, schedule, etc.). The position as
(job position) sounds both challenging and rewarding. My
experience in the (name of industry: marketing, sales,
customer service, etc.) industry has given me skills such as
(attention to detail, great customer service skills,
efficiency, creativity, timeliness, etc.). I will be
graduating from (name of college) with a (name of degree)
in (major) in (date).
I remain very interested in the position of (job position) at
(name of company). You can reach me by telephone at
(phone number) or by email at (email). I look forward to
speaking with you again soon.
