2. Definition
The business letter is the basic
means of communication
between two companies.
Most business letters have a
formal tone.
3. What is a Personal Business Letter?
Written from a person to a company
Can be used for any purpose that requires written
communication from an individual to a company, such
as:
To accompany returned goods
Complaint letter
Thank you letter
Résumé cover letter
4. Purpose
Business letters are written to inform readers of specific
information.
However, you might also write a business letter to
persuade others to take action.
Business letters even function as advertisements.
5. Persuasive Letters
The purpose is to sell your idea to someone,
attempting to get them to do something they may not
want to do.
AIDA Formula:
First paragraph Attention
Second paragraph Interest
Third paragraph Desire
Fourth paragraph Action
6. Parts of a Business Letter
Date Line: current date formally written out as month, day, and
complete year such as May 3, 2016
Inside Address: name and address of the business and person (if you
know the person to whom you are writing)
Salutation: letter’s greeting – use the same name you used in the
Inside Address – using Dear Mr./Mrs./Ms./Miss
Body: message or ‘meat’ of the letter
Complimentary Closing: letter’s goodbye – using phrases such as
Yours truly or Sincerely yours
Signature: writer's handwritten signature
Writer’s Identification: writer’s typed name and address
7.
8. Block Style
Personal Business Letter Styles
All lines in the
letter begin at
the left margin
(no tabbing or
indenting)
9. Modified Block Style
Personal Business Letter Styles
Date line,
complimentary closing
and writer’s
identification begin at
midpoint
10. Semi-Modified Block Style
Personal Business Letter Styles
date line, complimentary
closing and writer’s
identification begin at
midpoint and all body
paragraphs are indented
(or tabbed over) ½”
11. Personal Business Letter
Punctuation
Acceptable types of letter punctuation in business:
Mixed punctuation – there will be a colon (:) after the salutation
and a comma (,) after the complimentary closing
Open punctuation – there will be NO punctuation after the
salutation or complimentary closing
12. Differences between a Business and
Personal Business Letter
Writer’s company name and address should appear in the
letterhead
Writer’s business title is usually keyed under the name
Reference initials are added a DS (press Enter 2 times) after the
Writer’s ID –
These initials are of the person who types the letter
Used to easily locate who typed the letter
Enclosure or Attachment notations are added a DS below the
Reference Initials
This is a special section that is only added if something else is either
physically attached to the letter or accompanying the letter in the same
envelope
13. The Seven C’s of Business Letter Writing
1. Clear
2. Concise
3. Correct
4. Courteous
5. Conversational
6. Convincing
7. Complete
14. Business Letter Writing Checklist
Keep it Short
Cut needless words and needless information
Cut stale phrases and redundant statements
Keep it Simple
Use familiar words, short sentences and short paragraphs
Keep your subject matter as simple as possible
Use a conversational style
15. Business Letter Writing Checklist
Keep it Strong
Use concrete words and examples
Keep to the subject
Keep it Sincere
Be human and as friendly as possible
Write as if you were talking to your reader
16. Do’s of Letter Writing
Use plain English
Write in active voice when possible
Use short sentences when possible
Use everyday words and avoid technical jargon
Use lists to present complex materials
Select the words you use very carefully
Use a strong organizational strategy
Use a reader centered tone
Use a business like, conversational tone
17. Don’ts of Letter Writing
Make grammar or usage errors
Use clichés or worn out phrases
Use obsolete and/or pompous language because it "seems"
more professional
Be too familiar with your audience
Use humor unless you know what you are doing
Preach
Brag
18. Proofread Before You Print
ALWAYS proofread your letter before you print.
Don’t rely on Spell check alone!
It is also good to have someone else proofread your
work.