Kyle Snavely notes on W9 activity 9 2 business letter module

1
NAME ____________________
Writing a Successful
Business Letter
A self paced lesson composed by:
Target Audience: Small Business Professionals, Start-up business owners,
and other interested parties

2
Introduction
Can you recall the last time you wrote a letter?
It may have been a friendly letter,
a thank you letter,
or perhaps even a business letter.
Take a minute to reflect on some of
the parts that
were used in developing the letter.
You may recall some
of the aspects that were
involved in business letter writing.
If so, that is excellent, but remember,
it is always great to
refresh any
unclear skills about the topic.
This section begins with the formatting styles of a business letter. Most
companies are taken by the impression that you make when presenting a
business letter. Any letter that you send to a business or professional gives
the company a first impression about you and your company. Can you list
the eight parts in a business letter?

3
OBJECTIVE
By the end of this module you will be able to:
§ Determine whether the letter is persuasive and whether
the letter is poorly written and formatted according to
block to block business format, and suggest
improvements. Business letter formats can be a bit
frustrating. Hopefully, by the end of this module you
will not look like this when writing your next letter.
Direction
In this lesson your will revisit your skills in business
letter writing or become knowledgeable about the
skills that it takes to become the best business letter
writer in your field. You will be able to accomplish
the above stated goal upon completing this lesson.
Ismael Velazquez 10/24/2016 10:28 AM
Comment [1]: The terminal objective is vague
and subjective. This needs to be rewritten into
something concrete and measurable. Remembering
the 4 initial objectives:
1) List the eight different parts of a business letter
2) Learners will identify correct uses of business
letter openings, closes, addresses, and similar
components.
3) Given examples of business letters, identify if
correct formatting for block business letter writing is
used.
4) Given examples of business letters, determine if
the writing style is persuasive.

4
Formatting
There are “eight” basic parts to a business letter. Here is an
example of what a completed letter looks like before you
stuff it in the envelope above.
1. Inside Heading
2. Date
3. Inside Address
4. Salutation
5. Body of Letter
6. Complimentary Close
7. Signature
8. Writer’s Name
1. 1200 Crepe St.
Jackson, MS 20126
2. June 1, 2007
3. Mr. Tate
Department of Science
Sullivan State University
1200 Good St.
Hoffman, TX 30000
4. Dear Mr. Johnson:
5. I am writing to you to request that you accept my science proposal. New
science initiatives are a key element in helping students grasps science skills.
The funding for this program has been placed on email and I am interested
in receiving full funding to implement this program.
Please read my proposal for this program and let me know if you are
interested in funding this initiative.
6. Sincerely,
7. (Signature)
8. Jamie Grouper
Comment [2]: Instead of highlighting and putting
quotations (which could be misinterpreted) choose a
font which the learner can easily see the difference
between normal, bold, and italics
Comment [3]: No. I get it. But no
Comment [4]: The numbers need to correlate
with numbers on the sample letter.
Formatted: Font:Bold

5
“The Eight Parts” of a business letter can be
placed in many different formats. The
format that we will focus on is the business
block format. Example 1 is an example of the
block format. Block formats do not have any
indented parts. All of the typing is left aligned.
Example 1 (Block) Example 2 (Indented)

6
The Address
“The Address” is important in the businesses letter.
There must be a return address and an inside address at
the beginning of each business letter. The return
address appears first, then the date, then the inside
address.
The inside address
must include the
complete name,
title, and address
of the recipient
receiving the
address.
There must be a
doubles space
between the
inside address and
the date.
Learner Practice
Return Address
1500 Mt. Vernon St.
Jackson, MS
Date
1
2
Inside Address
Ms. A. Brown, Chair
Department of Test
Jump State University
1415 University Drive
Felicity, AL 45434
Return
Address
Inside
Address
Comment [5]: I don’t know if this is a formatting
issue on my computer, but the arrows do not line up
with the return address and inside address. In either
case, the module should be designed so this problem
cannot occur.

7
List the eight parts that are included in a business
letter.
1. 5.
2. 6.
3. 7.
4. 8.
Learner Feedback: Inside letterhead, date, inside address, salutation,
body test, signature, complimentary closing, typed name
Learner Practice
Comment [6]: A sample business letter should be
provided and the numbered list corresponding with
the examples in the letter adjacent. This way the
learner associates the terminology with the proper
identifiers instead of simply recalling terms.
Comment [7]: Feedback should be formatted the
same as the initial assessment for consistency and
clarity.
Comment [8]: Why though?

8
Review the addressed below and determine if any of
these address can be included as the inside address of a
business letter?
a)
Jackson State University
Jackson, MS 30120
b)
Market Group
Jackson, MS 39211
c) Neither
Feedback: The answer is neither. The address included must have the person’s name
and business name that you are addressing in the letter.
The Salutation
Comment [9]: Additional information regarding
the inside address should be included. It is
mentioned once before the assessment and never
given a reason why it is important to include all of
this information.

9
After the addresses and date have been included in the
letter, the salutation must be included next. A proper
salutation is highlighted below.
1. Dear
Mr. Thomas:
2. A
ttention: Mr.
James,
Close attention must be paid to the number of spaces
that the salutation follows the inside address. It must
be double spaced after the inside address.
Inside Address
Ms. A. Brown, Chair
Department of Test
Jump State University
1415 University Drive
Felicity, AL 45434
1
2
Dear Mr. Thomas:
SalutationSpacing
Comment [10]: Same formatting issues as
before.

10
Learner Practice
Learner Feedback: Dear Mr. James: In a business letter, the opening begins with the
full name of the person you r reaching followed by a colon.
Correctly identify the choice that is best for the opening of a
business letter.
a) Dear Mr. James
b) Dear Mr. James,
c) Dear Mr. James:
d) Dear Mr James:
Comment [11]: This needs to be addressed
before the assessment including why

11
The Body
The body of the letter then appears after the salutation
and is “double spaced”.
Dear Mr. Johnson:
1
2
3
I am writing to you to request that you accept my science proposal. New
science initiatives are a key element in helping students grasps science
skills. The funding for this program has been placed on email and I am
interested in receiving full funding to implement this program.
Please read my proposal for this program and let me know if you are interested
in funding this initiative.
SPACING
BODY
Comment [12]: The example does not show the
body as double spaced. Does the instructional
designer mean there should be a space between
paragraphs as shown in the example?
Why is double spaced in quotes?
Nothing is mentioned about the 3 spaces between the
salutation and the body.

12
Closings
A common close for a business letter includes the
complimentary close, the typed name, and the
signature. The “complimentary close” examples look
like the examples you see in the business letter
examples. The following are examples of a
complimentary close.
Business Letter Examples:
1. Best Regards,
2. Sincerely,
Friendly Letter examples:
1. Thanks,
2. Your Truly,
3. Musically,
Comment [13]: Consider this as a numbered list
for clarity.
Comment [14]: Needs to be reworded.
Confusing. Possibly give figures to the examples for
reference.
Comment [15]: If these are to be included it
should be noted that these are examples that should
not be in a business letter

13
Complimentary Close
The Complimentary Close is located after the body. The
Complimentary Close must be spaced correctly. It is
double spaced after the body just as it appears in the
example.
The closing is located after the curser has been double
spaced. You can also check the spacing by allowing the
paragraph tabs to be visible in your letter.
Thank you so much for your help. I look forward to hearing from you soon.
1
2
Sincerely,
SPACING
CLOSE
Comment [16]: In quotations earlier, but not
now. Inconsistencies will lead to confused learners
Comment [17]: Whis is this here?
Comment [18]: Inconsistent terminology.
Change to complimentary close.
Comment [19]: I appreciate the repetition and
wish it was in the previous steps; however, consider
rewording or possibly listing the steps. This way the
two different ways of presenting the information
help to reinforce the concepts.

14
Learner Practice
Which of the following is a correct complimentary
close?
a)
Thank you so much for your help.
Sincerely,
Mr. Tate
b)
Thank you for your help.
Sincerely,
Mr. Tate
c)
Thank you for your help.
Sincerely,
Mr. Tate
Learner Feedback: Choice b is correct. Choice b has the correct spacing for business
letter block formatting. The complimentary close must be double spaced.

15
The Signature
Following the complimentary close is the signature.
The signature appears four single spaces after the close.
Thank you so much for you help. I look forward to hearing from you soon.
Sincerely,
1
2
3
SignatureSignature
Spacing
Comment [20]: This terminology is inconsistent
with previous steps. Counting the number of single
spaces is more understandable than double spaces.
Correct the previous steps to match this.

16
Typed Name
Following the signature is the typed name. Your full
name is typed and double spaced after the signature.
Always remember to left align your typing.
Good Example Poor Example
Following the signature is the typed name. Your full
name is typed and double spaced after the signature.
Always remember to left align your typing.
Sincerely,
1
2
3
Signature
1
2
Thomas Jefferson
Yours Truly,
Signature
Thomas Jefferson
NAME
Comment [21]: Poor examples could be given
for all steps.
Comment [22]: Holy inconsistencies Batman!
Quotations, normal and different colors oh my! Stick
with one format throughout.

17
Learner Practice
You need to include your typed name. How many spaces are
included after the signature?
a) 3 single spaced
b) 4 single spaced
c) Double spaced
Learner Feedback:
The typed name is included after you have double spaced. The double space takes
place on the 4th
writing line after the signature. This may seem like a lot of space but
these are the rules of writing.
Notice the highlights numbers to help you identify the correct spacing.
Signature
1
2
3
Mr. James
SPACING
Comment [23]: This question shows exactly why
the terminology of the module needs to be consistent
throughout. Learners should feel confident in their
decisions by the time they assess; however, because
of the varying terminology, there will be confusion
when answering this question.
Comment [24]: This is different than what is
stated earlier! It goes without saying, but the answers
to the assessment need to match the review
information prior to said assessment.
Comment [25]: What? If I were actually taking
this assessment I would be more confused on how to
write a proper business letter then before I began!

18
Writing Style
The body of the letter is very important as stated
earlier. It marks the first impression that you provide
your reader. Most business letters are written in a
persuasive style. This writing style can be confusing
and often compared to formal. The persuasive way of
writing must include clear sentencing that makes the
reader want to buy into what you are selling.
Below are some key elements that can help you
Strategies for Persuasive Writing
• State the main point
• Mention experts and important people
• Uses facts to support the argument
• Tries to build trust and credibility
• Uses studies and information sources
• Use tables graphs, tables, illustration
• Build a sense of urgency
• Appeal to the emotion of the audience
Comment [26]: It was never stated earlier!
Comment [27]: Each bullet point should include
an explanation. Otherwise these are simply
statements with no background or justification.

19
I. SBA is a company that is on the cutting edge of technology and
deserves the loan to make pivotal changes in technology education.
II. SBA has been in one year and already has projections of next year’s
margin. These margins are sure to hold as collateral for your business
loan.
III. Tributary homes are located in the heart of the city of Atlanta. These
homes were created using materials that are from the green wise
market which proved to have your home save energy.
IV. Tributary homes are the best homes in GA, because they provide the
owner with a 30 year warranty, free manicured lawn service and a free
business center.
I. I am interested in receiving your business loan for first time business
owners.
II. I am a first time business owner that wants to apply for a business
loan.
III. Tributary homes are the best because they are located in Atlanta.
IV. Tributary homes are nice looking homes.
It is best to be clear and give a full description of what you are
and what you want with as much information to gain the
reader’s attention. Notice that the first examples are closely
related to the items of the strategy list.
Comment [28]: Why are these good examples?
Highlight each of the elements listed above and
match them to each part of the examples.
Comment [29]: Why are these bad examples?
Highlight what is missing and possible correct
alternatives.
Comment [30]: Needs to be reworded.
Confusing

20
Learner Practice
Which of the following is the best example of persuasive writing?
a).Marketing is highly recommended before opening a business.
b).Marketing is highly recommended to make it in business. Most of the business
owners in this are have said so. I have talked to many business owners. Most of them
would confirm this is quickly.
c).Marketing is the number one source in business recruitment. Business week
magazine studies have proven that 85% of business owner that market first are
successful.
Learner Feedback: The answer is C. Choice A is a fact based on the research of
Business Week Magazine. Choice B is an opinion. Choice (C) is the best choice for
persuasive writing.
Comment [31]: Reasons are given for why both
A and B are incorrect, but no reason is given why C
is correct.

21
Now you are ready for the next section!! Ismael Velazquez 10/24/2016 11:14 AM
Comment [32]: Incorrect statement

Kyle Snavely notes on W9 activity 9 2 business letter module

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