Writing Business Letters

1. Writing Business Letters

2. Business vs Friendly Letters • A business letter is a more formal letter than a friendly letter • There is a difference in the tone of the letter, or how the letter sounds • Friendly letters are usually written to share stories and information with people we know, such as friends and family members. They can also be written to people we know only a little or not at all, but whom we like and admire a lot. This kind of friendly letter is called a “fan letter.”

3. The Business Letter We write business letters to ask for information so we can get something done or to solve a problem. We also use business letters to offer opinions, to persuade someone to act in our best interest or to convey information.

4. Types of Business Letters Letters of Request or Inquiry—In this type of letter, the writer is trying to locate information to solve a problem or learn more about a topic. Letters to an Editor or Official—This kind of letter is used to express an opinion or a wish about a situation. It is sent to an editor of a magazine or newspaper who has the power to print the letter for others to see, or to someone who is in charge of rules and decision-making.

5. Types of Business Letters Letters of Complaint or Compliment—We write letters of complaint when we are unhappy about something and want the receiver of the letter to do something about it. Letters of compliment are written to let someone know they’ve done a good job or service. Letters of Opinion or Information—These letters are used to convey strong feelings or ideas about a topic or situation.

6. Business Letter Format Business letters contain the same five parts of a friendly letter, plus an inside address containing the name and title of the letter recipient, the person’s business or office, the street address, city, state and zip code. In the business letter, the salutation is followed by a colon. The entire letter is written without paragraph indentations but with spaces instead between each paragraph, and with all parts beginning close to the left-hand margin. Following the letter’s closing, about four lines of space are left, then the name line is typed. In this space above the typed name, there is room for the writer’s signature.

7. Your Street Address Your City, State Zip HEADING Date First and Last Name of the Person to whom you are writing Their Street Address INSIDE ADDRESS City, ST Zip Dear Mr./Ms. Full Name: SALUTATION You do not want to indent when you are using this format. This is the best format to use when you are writing a persuasive letter. You want to introduce yourself and the topic you are writing about to the reader. Remember that the first rule of writing is to know your audience. In a persuasive letter, you state your opinion or your feelings about something that is important to you after you have introduced yourself. BODY You must sound as professional and passionate as possible. You do not want to belittle the reader or they will not finish reading your letter. Your letter needs to have the facts, reasons, and examples to support your position. Address issues that your reader may have in their argument. In a second paragraph, you must have solutions. Without solutions, you are only complaining. Offer assistance in solving the problem. Remind the reader where they can contact you. Sincerely yours, SIGNATURE A. Student