It consists all the basic parts of a business letter. It may use in discussing how to write a business letter especially application letter. Also, there are rules, do's and don'ts in writing business letter in this presentation. Hope you like it.

1. BUSINESS
LETTER
WRITING

2. BUSINESS LETTER WRITING
•Formal Business Letter
•Less Formal Business Letter
•Special Situation Business Letter

3. PARTS OF A BUSINESS
LETTER

4. HEADING
•Most companies use letterhead--stationery with
the company’s logo, name, address and other
contact and identifying information. If the
company does not have letterhead, the
company’s full name and address should be
typed at the top of the page.

5. DATE
• Letters should always include a date. You enter dates
two to six lines below the heading, depending on the
length of the letter.
• Dateline: Three to six lines beneath the letterhead, flush
left or right. The dateline contains the month (fully
spelled out), day, and year

6. REFERENCE
• Recipient address: Three to six lines below the dateline,
flush left. The recipient address is composed of:
–Addressee’s courtesy title and full name
–Addressee’s business title
–Business name
–Street address
–City, state, and zip code

7. ADDRESSEE
•Your letter should include the name of the
addresses with her title (Ms. Gandang D.
Inakala, Dr. Leng Go), followed by her
company name and full address, including the
postal code.

8. SALUTATION
•The salutation is your greeting. Most
salutations begin with “Dear” followed by
either the recipient’s first name, or title and
last name. One or two lines below the last
line of the recipient’s address.
•If you use first names in person, you may do
so in your salutation.

9. BODY PARAGRAPHS
• The opening paragraph should always state why you are
writing. Then, in a simple and straightforward manner,
explain the situation, the solution, the suggestion. Be as
brief as possible since long complicated messages often
distract readers. Starts one line below the greeting. The
body of the letter contains whatever you have to say.

10. COMPLEMENTARY CLOSING
•Always use a complimentary close. It is a short,
polite closing followed by a comma. When the letter
is impersonal, use “Yours truly.” If the letter is to
someone above you in rank, use “Respectfully
yours.” If you have a personal connection to the
addressee, use “Sincerely” or “Sincerely yours”. Two
lines below the last line of the body of the letter,
flush left or centered.

11. SIGNATURE
•Four spaces below the close, type your full or
business name. In the space in-between, you
will hand write your signature in ink. Use black
or dark blue ink for your signature.

12. FINAL NOTATION
Two lines below your typed signature. For example, if
you're sending copies of the letter to other people,
you may type cc:, followed by the alphabetically listed
names of those receiving the letter.

13. POST SCRIPTS
A note for additional attention
is usually put on the left, two or
three lines below the last line

15. DO’S AND DON'TS IN WRITING A
BUSINESS LETTER
• Shorten your sentences. Avoid long, flowing, complex sentence
structures
• Use first names rather than last names.
• Use exclamation points occasionally.
• Use phrases to replace crisp words. For example, instead of the
word occasionally, use “from time to time” or “now and then.”
Such phrases are less concise but feel more casual.

16. • Use complete sentences. Avoid sentence fragments such as
“Good to know” or “No surprise.”
• End your sentences with periods rather than letting them trail
off with ellipses, which are illustrated here . . .
• Avoid slang and contractions. Rather than “We’re psyched to
meet you!” write “We are looking forward to meeting you.”

17. • Avoid writing about your kids’ recitals, your exciting
weekend, and other personal news
• Avoid mentioning anything personal about your reader.
For example, avoid “Hope you had a good weekend” and
“I heard you were sick. Hopefully you are feeling better.”
•Include words and phrases that communicate warmth:
happy to, pleased, delighted, etc.

18. •Avoid the words immediately and now, which often
sound pushy.
•After you write a message, review the beginning to see
whether it includes unnecessary background
information or “throat-clearing.” Delete anything that
precedes the real message.
•Use complete sentences rather than “Fine” or “Thanks.”

19. • Avoid quotations after your signature in email.
•Avoid smiley faces, unnecessary graphics, and
background wallpaper in email.
• Use you, I, and we. Using pronouns will make your
writing more down to earth and engaging.
• Use last names rather than first names

20. •Avoid slang, jargon, buzz words, and elitist
language. Avoid the passive voice. Use the
active voice and active verbs. Use full forms. Be
brief. Give short but clear explanations,
instructions, reasons. Be specific. State the
facts. Be pleasant, positive, lively, and
encouraging.

21. POINTS TO REMEMBER
•Plan your letter before you start writing to
make sure it says everything you want to say
and says it in a logical sequence. The layout
and presentation of your letter is important
as they give the reader the first impression of
the firm’s efficiency.

22. •Ask yourself if the letter represents your
organization in a correct way. Accuracy is
important. Pay special attention to titles, names
and addresses, prices and specifications,
enclosures. Ask yourself if the recipient will
understand your letter quickly. Include just the
right amount of information in your letter (better
include too much than too little).

23. •Use a simple but polite style of language.
Beware of idioms. With a very few
exceptions, business correspondence is
being word processed in most places of
business. Your letter should be clear.
Take care with abbreviations and figures

24. •The elements of a letter should be
neither too widespread nor too dense. If
your letter is brief, use larger fonts. It will
look better. The format should convey
information clearly and logically,
reflecting your organization’s style.