2. Business Letter Basics
• When you need to communicate with a business for any
reason, you should follow the format for a business letter
• Even when you are emailing, the format should be used.
• Usually you will be communicating to make a complaint or to
compliment the business on a job well done.
• Some things to remember:
1. Your letter should always be polite in tone
2. Never make threats or insults
3. Never stretch the truth
4. State the facts as plainly as possible
3. Your Heading
• IN the upper left hand corner of your page, you should type or
write your address and today’s date:
17 Elm Street
Elkins, GA 30044
September 9, 2012
4. Then, skip four spaces and type
the business’ address directly
below:
17 Elm Street
Elkins, GA 30044
September 9, 2012
(4 spaces between)
Toys R Us
1122 Play Do Avenue
Skaggsville, MD 21229
5. Then, after your headings, skip
a line and type your salutation:
17 Elm Street
Elkins, GA 30044
September 9, 2012
(4 spaces between)
Toys R Us
1122 Play Do Avenue
Skaggsville, MD 21229
Dear Sir or Madam:
6. Then skip a space and write
the body of your letter…
17 Elm Street
Elkins, GA 30044
September 9, 2012
(4 spaces between)
Toys R Us
1122 Play Do Avenue
Skaggsville, MD 21229
Dear Sir or Madam:
Recently, I visited your store in Frederick, Maryland, to purchase
a toy for my nephew. I was having a difficult time finding the
toy and had been to three stores already.
7. Finish your complaint or
compliment…
As soon as I walked into your store, I was approached by a
salesperson named Sandy. She was friendly and polite and
quickly found the toy for me. It was the last one in the store!
Unfortunately, the box was damaged and I didn’t want to give
the possibly damaged toy to my nephew.
Without missing a beat, Sandy called the Toys R Us in the next
town and was able to secure an undamaged toy for me and
have it sent directly to my nephew, gift wrapped and all!
I want to compliment you and Sandy on a job well done. My
nephew loves his new toy and I am a happy Aunt!
8. Skip a space, write your
closing, skip 4 spaces and type
your name…
Without missing a beat, Sandy called the Toys R Us in the next
town and was able to secure an undamaged toy for me and have
it sent directly to my nephew, gift wrapped and all!
I want to compliment you and Sandy on a job well done. My
nephew loves his new toy and I am a happy Aunt!
Sincerely,
(4 spaces for your signature)
Sheila Magin
9. 17 Elm Street
Elkins, GA 30044
September 9, 2012
(4 spaces between)
Toys R Us
1122 Play Do Avenue
Skaggsville, MD 21229
Dear Sir or Madam:
Recently, I visited your store in Frederick, Maryland to purchase a toy for my nephew. I was having a difficult time
finding the toy and had been to three stores already.
As soon as I walked into your store, I was approached by a salesperson named Sandy. She was friendly and polite
and quickly found the toy for me. It was the last one in the store! Unfortunately, the box was damaged and I didn’t
want to give the possibly damaged toy to my nephew.
Without missing a beat, Sandy called the Toys R Us in the next town and was able to secure an undamaged toy for
me and have it sent directly to my nephew, gift wrapped and all!
I want to compliment you and Sandy on a job well done. My nephew loves his new toy and I am a happy Aunt!
Sincerely,
(4 spaces for your signature)
Sheila Magin
