This document provides an overview of business letters, including their objectives, definition, formats, elements and assignments. It defines a business letter as a formal letter written to a business or that follows specific formats and content guidelines. The document outlines common formats like block, modified block and semi-block and discusses key elements like tone, language, stating the purpose clearly and including only relevant information. It includes examples and activities for learners to practice identifying these components in sample business letters. The final part provides assignments for learners to create a grading checklist and write a business letter of application.

1. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Business LettersBusiness Letters
Formal WritingFormal Writing

2. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
ObjectivesObjectives
By the end of this tutorial you will be able
to:
Have a clear understanding of what a
business letter is
Identify and apply the different formats
used in formal letter writing
Recognise and apply the elements
appropriate to the business letter
Develop a checklist for formal letter
writing and use it to assess a business
letter

3. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
What is a business letter?What is a business letter?
A business letter is a type of letter written
to a business organization. “Business” also
refers to a letter that is formal but not
written to a business organization. Such a
letter follows specific formats and uses
appropriate elements of content. The
letter is judged by its overall appearance,
content and tone.

4. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
How quickly can you write down eight
different occasions that require writing a
business letter?
Click here to type your responses and
then share and compare your ideas with a
partner or the whole class.

5. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
FEEDBACK

6. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
FORMATS OF BUSINESSFORMATS OF BUSINESS
LETTERSLETTERS
BLOCK
FORMAT
SEMI-
BLOCK
MODIFIED
BLOCK

7. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Block FormatBlock Format
Remember that this is the format in which
each line of the letter begins against the left
margin of the page. Follow the link below to
view the sample.
http://jobsearchtech.about.com/od/letters/l/bl_block_p.htm

8. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Modified Block FormatModified Block Format
In this format, the salutation, date and closing
of the letter are indented to the right half of
the page. Follow the link below to view the
sample.
http://jobsearchtech.about.com/od/letters/l/bl_mblock_p_2.htm

9. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Semi-Block FormatSemi-Block Format
The salutation, date and closing of letter are
indented to the right half of the page.
Additionally, the first line of each paragraph is
indented. Follow the link below to view the
sample.
http://jobsearchtech.about.com/library/bl-sblock-letter-
parts2.htm

10. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Fit the different letter parts a- i to the different
formats by typing the letter part in the boxes on the
right. (You can only type in slide show view.)
a. indented 1st
lines of 2 paragraphs
b. closing on left of page
c. salutation on left of page
d. date on right of page
e. date on left of page
f. address on left of page
g. address on right of page
h. closing on right of page
i. block paragraph
FEEDBACK

11. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
View the sample by following the hyperlink!
http://www.letterwritingguide.com/businessletterformat.htm
What do the formats have in common?
In what areas do they differ?
FEEDBACK

12. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Elements of a business letterElements of a business letter
Tone Be courteous, positive and
professional
Language Use Standard English and avoid
slang, dialect, contractions and
abbreviations
Concise State your purpose for writing
quickly and clearly in the first or
second sentence
Specific Include only the information that
your reader needs to understand
and to respond

13. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements: ToneTone
Discuss the tone of the following business
letter extracts with a classmate. What is the
attitude of each writer?
If you can’t hire good workers, you need to
close your business.
I would like the matter to be addressed by next
week Tuesday or I will be forced to seek further
counsel.
Remember! Tone reveals attitude.

14. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
ChallengeChallenge
Discuss:
Can writers of business letters use language
to express frustration, even anger and yet
remain polite?

15. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements: LanguageLanguage
Think about this!
1.What is the effect of using contractions?
2.What impression would contractions
convey in a business letter?
3.What are possible dangers of using
abbreviations in a business letter?
FEEDBACKFEEDBACK

16. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements:
State your purpose clearlyState your purpose clearly
 Write the purpose of each of the letters in one or
two sentences
 Keep your language simple and stick to the point
 Choose a partner and critique each other’s
statements of purpose.
 Click the next button to see the letters.

17. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements:
State your purpose clearlyState your purpose clearly
Write the purpose of each of the following letters in one or
two sentences
1.Your organisation advertised in the Daily Gleaner of June 12,
2010 for applicants to positions of data entry clerk. I wish to
apply for one of those positions.
2.I am lodging a formal complaint about the condition of Marley
Road in Mountain Top, St. Andrew.
3.Kindly supply this organisation with the following items:
4.The Public Speakers Association of Jamaica (PSAJ) wishes to
honour you for the outstanding contribution you have made to
the work of this organisation.
FEEDBACK

18. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements:
State your purpose clearlyState your purpose clearly
Follow the link below: (or one that has
examples of business letters)
http://www.unc.edu/depts/wcweb/handout
s/business.html
Note the statements of purpose.
Discuss with a partner the clarity,
conciseness and position of the purpose in
the letter.

19. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Recognising the elements:Recognising the elements:
Include relevant information onlyInclude relevant information only
1. You decide to place an order with a manufacturer
for some computers.
2. Consider the relevance of these points in the
letter and give your reasons.
Problems with previous orders
Specifications Training
Installation Maintenance
Number Use of the computers
Delivery date Your love of computers
Type Cost Colour preference
3. What other points would you consider necessary?

20. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
ActivityActivity
Follow the link:
http://www.unc.edu/depts/wcweb/handout
s/business.html
Examine the relevance of the information
in the letter in relation to the purpose.
Discuss this with a partner.

21. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Assignment 1: Create a checklistAssignment 1: Create a checklist
 Imagine that you are the Personnel Relations
Officer of a private enterprise and you have
invited applications from students on summer
holidays to work as data entry clerks.
 Develop an 8 point checklist for your secretary to
evaluate the letters of application, based on what
you learned from this tutorial.
 Assign a grade for each point
FEEDBACK

22. OBJECTIVES
DEFINITION
OCCASIONS
FORMATS
ELEMENTS
ASSIGNMENT
INTRODUCTION
Assignment 2Assignment 2
Now write the letter of application to fill
one of the temporary positions as a data
entry clerk in the establishment.
Exchange your letter with a partner.
Grade your partner’s letter using the
checklist you created.
Discuss with your partner the reasons for
the grade you awarded.