When Do You Write a Business Letter?

When a permanent record is required When formality is necessary When the message is necessary

Types of Business Letters:

1. Requests2. Replies3. Goodwill messages.

Characteristics of Good Letters:

Clear Content – Short sentences, transitional expressions, and familiar words.

Goodwill Tone – Points out reader benefits.

Correct Form – Sends silent but positive message.

Block Style: The dateline, inside address, and body are set

flushed left.

The letter is centered on the page.

Margins: 2.5 to 4 cm

Do not justify right margins.

Single spaced paragraphs; Double space between paragraphs.

Modified Block Style: Body: Left-justified and single-spaced The date and closing are in alignment in the

center of the page.

Semi Block Style:

Each paragraph is indented instead of left justified.

Routine Letters: Guffey’s 3x3 Writing Process

Phase 1: Analysis, Anticipation, Adaption

Determine purpose, anticipate reaction, visualize audience.

Phase 2: Research, Organization, CompositionCollect information and organize possible points.

Phase 3: Revision, Proofreading, EvaluationRevise for clarity correctness, and effectiveness.

Routine Letters: Request

Request for Information or Action

Opening: State the main idea. Body: Explain and justify the requestClosing: Request action, avoid overused endingsShow appreciation by maintaining a courteous

tone.

Routine Letters: Request

Order Letters

Opening: Authorize the purchase. Body: Specifies items or services, quantities,

dates, prices, and payment method. If you are ordering many items, list them vertically.Closing: Tell how you plan to pay.

Routine Letters: Request

Direct Claims

Opening: State purpose of requestPresent a clear statement of the problem Body: Explain objectively with specifies of claim.Closing: Request for action Include an end date if applicable.

Routine Letters: Direct Replies Complying with Requests

Opening: Frontload with main idea Body: Arrange information logically Closing: End with a cordial, personalized

statement.Tell the reader how to proceed.

Routine Letters: Direct Replies Letters of Recommendation

Opening: Identify information of the candidateBody: Include supporting statements with details. Closing: Make an overall ranking of the candidate.Provide a telephone number for more information

Routine Letters: Direct Replies Granting Claims and Making Adjustments

Opening: Comply with the customer’s claim. Body: Win back the customer’s confidence. If you do apologize, do it briefly. Closing: Be positive and complement writer.

Goodwill Messages

General Guidelines (The five S’s)BE .. Selfless, Specific, Sincere,

Spontaneous, and keep the message Short.

Answering Congratulatory MessagesSend a brief note expressing your

appreciationAccept praise gracefully i

Goodwill Messages

Giving Thanks

Gift thank you: Identify the gift and relate to it. Favor thank you: Be sincere, express the

actual value of the favorHospitality thank you: Offer praise by

complementing.

Goodwill Messages

Extending Sympathy

Loss or tragedy: Refer directly but sensitively

Deaths: praise the deceasedOffer assistance by suggesting your

availability.