Writing a Business Letter

The business letter is the basic means of communication between two companies.

Most business letters have a formal tone.

Is a letter written from a person to a company

Can be used for any purpose that requires written communication from an individual to a company

Such as:To accompany returned goodsComplaint letterThank you letterRésumé cover letter

You will write business letters to inform readers of specific information.

However, you might also write a business letter to persuade others to take action.

Business letters even function as advertisements.

Date Line: current date written out as month, day, and complete year

Inside Address: name and address of the business to whom you are writing

Salutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./Miss

Body: message or ‘meat’ of the letterComplimentary Closing: letter’s goodbye –

using phrases such as Yours truly and Sincerely yours

Signature: writer's handwritten signatureWriter’s Identification: writer’s typed name

and address (because your letter will not have a letterhead, you will need to type your address underneath your name at the bottom)

There are two types of letter styles that are acceptable in business: Block style – all lines in the letter begin at the left

margin (no tabbing or indenting) Modified block style – date line, complimentary

closing and writer’s identification begin at midpoint

Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”

There are two types of letter punctuation that are acceptable in business: Mixed punctuation – there will be a colon (:) after

the salutation and a comma (,) after the complimentary closing

Open punctuation – there will be NO punctuation after the salutation or complimentary closing

Font Size: 12Font Style: Times, Times New Roman, or ArialSpacing: 1 or 2 spaces after punctuation ending a

sentence (stay consistent within the document) 1 space after a semicolon 1 space after a comma 1 or 2 spaces after a colon (stay consistent within

the document) 1 space between state abbreviation and zip codeBlock Style with Open Punctuation Top Margin: 2 inches Side and Bottom Margins: 1 inch

2” Top marginDate QS (Press Enter 4 times)Inside Address– DS (press Enter 2 times)Salutation – DS (press Enter 2 times)Body – SS the text within the paragraph and

DS between the paragraphsComplimentary Closing – QSWriter’s ID (name and address)

Top Margin: 2" Side Margins: 1" Current Date (QS) Ms. Terra Green 1923 Deserama Circle Cottonwood, AZ 86326 (DS) Dear Ms. Green (DS) This letter is keyed in block style with open punctuation. All lines, including the date,

inside address, salutation, and closing begin at the left margin. A double space is left between all letter parts except before the inside address and the writer’s name, where a quadruple space (4 returns) will be found.

(DS) This letter style is to be used for FBLA-PBL competition. (DS) Sincerely (QS) Barbara Small Shaw High School Student 7579 Raider Way Columbus, GA 31909

1. Clear2. Concise3. Correct4. Courteous5. Conversational6. Convincing7. Complete

Keep it ShortCut needless words and needless information.Cut stale phrases and redundant statements.

Keep it SimpleUse familiar words, short sentences and short

paragraphs.Keep your subject matter as simple as possibleUse a conversational style.

Keep it StrongUse concrete words and examplesKeep to the subject

Keep it SincereBe human and as friendly as possibleWrite as if you were talking to your reader

STYLE: (sentence structure and vocabulary)Do use plain English.  Do write in active voice and use short

sentences when possible.Do use everyday words and avoid technical

jargon.Do use lists to present complex materials.  Do select the words you use very carefully.  Do use a strong organizational strategy.   Don't make grammar or usage errors.  Don't use clichés or worn out phrases.  Don't use obsolete and/or pompous language

because it "seems" more professional. 

TONE:Do use a reader centered tone.  Do use a business like, conversational tone.  Don't be too familiar with your audience. 

Remember to keep some distance, this is a business relationship.

Don't use humor unless you know exactly what you are doing.  What is funny to you might be an issue of the highest seriousness with other people.

Don't preach.  If you have to tell your audience obvious info, put it in the middle of a paragraph and watch how you word the message.

Don't brag.  It’s good to be confident, but don't carry it to an excess.

Being about to sell yourself is very important when it comes to getting the job you desire. In a cover letter, with Word, use this proper business letter format you just learned about to tell me why you are the best person for a job that you may apply for in the future. You must convince me within a couple paragraphs that you are the perfect person for the job by describing your abilities and accomplishments from previous years.

How good of a sales person are you? Can you sell me for hiring you for the job of your choice?

ALWAYS proofread your letter before you print.

It is also good to have someone else proofread your work.

I will count off for spelling and grammar mistakes!

Example Business Letter for Proofreading

http://writing.colostate.edu/references/documents/bletter/index.cfm

http://www.wisc.edu/writing/Handbook/BusLetter_Block.html