It will help you all to write a business letter.

1. STRUCTURING BUSINESS LETTER
FOUR POINT PLAN
INTRODUCTION: BACKGROUND AND BASICS
• Briefly give the reasons for writing
• Refer to previous communication
• Who? What? Where? When?
DETAILS: FACTS AND FIGURES
• Give instructions
• Ask for information
• Provide all relevant data and details
• Separate into paragraphs for separate
themes
• Make sure the paragraphs flow
logically
RESPONSE OR ACTION: ACTION STATEMENT
• Action you want the reader to take
• Action you will take
• Deadline
• Conclusion
CLOSE: A simple, relevant closing sentence.

2. Sample I- This looks good
Lord Consulting Services
699 Knox Road
Ardmore, PA 19077
(610) 555-0124
January 23, 1998
Mr. James Penrod
Vice President, Sales
ABC Computing
349 Vesper Road
Knoxville, TN 37966
Subject: Magazine samples
Dear Mr. Penrod
Thank you for interviewing with Lord Consulting services. We enjoyed meeting with you and
discussing career opportunities.
After reviewing the results of your testing, we concluded that the ‘fit’ here with the rest of our
team wasn’t perfect. Your results indicate that you are a self –starter and highly analytical. We
were looking for a slightly different combination of skill sets.
We hire for several public relations positions each year, and generally these employess move
quickly to management levels. We’d like to consider you for the next available position, because
each department requires a different team composition.
Thank you again. We look forward to speaking with you again in future
Sincerely ,
Judy Lord
Judy Lord
HEADING
DATE
INSIDE ADDRESS
SUBJECT LINE
SALUTATION
BODY
CLOSING AND SIGNATURE
ATTACHMENTS

3. Human Resource Manager
Sample II- This looks good
TO: Great Valley Personnel
FROM: Facilities Manager
SUBJECT: Company Parking lot
DATE: June 20, 1998
I’d like to announce that the executive board has approved plans to resurface the company parking lot.
We will begin work on June 27. We expect the project to take about a week.
During that time, no one will be able to use the parking lot. Let us put up with what I hope is a minor
inconvenience, and after the repairs we can all look forward to a better managed parking lot.
PS: Hope you share my enthusiasm about this improvement of our facilities.

4. Sample III
Date: August 2, 2010
To: VPC Board of Directors
From: Milly Vincent, Public Relations Director MCV
Subject: Proposal to change Facility-use policy
VPC could enhance its public image and strengthen relationships with it employees by permitting
outside groups to use the company’s meeting rooms.
Background
During a typical three month period, VPC receives one or two requests to use its meeting rooms. These
requests come from employees, customers and representatives of the general public. In accordance
with Policy Number 102 which was enacted for financial and liability reasons, we refuse these requests.
Problem
In the three month period May 1 to July 31, we received 27 requests to use our facilities. Thirteen of
these requests came from our employees or from representatives of organizations that VPC supports
through financial or in kind donations.
The increased request activity can be attributed at least in part, to the fact that two popular meeting
sites are no longer available; Fire destroyed The Mountain Community Centre in April, and Central
Library began a major remodeling project in mid-June.
Recommendation
I recommend that we make our three main floor meeting rooms available to local groups between 6 &
10 pm weekdays on a cost recovery basis and other facilities are again available (approximately nine
months). By doing so we will provide a valuable public service and build on our already strong
reputation in the community.
Information gathered from our insurance carrier, out maintenance manager, and our security chief
suggests that a $ 35.- per hour fee will cover our costs.

5. If you approve this recommendation, I will issue a news release, notify those whose requests have been
processed that our policy has changed and draft internal procedures for your review.
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