Effective Written Communication: BUSINESS LETTERS

1. Effective Written Communication:BUSINESS LETTERS An Overview

2. 10 Tips for Effective Communication • Use correct grammar. • “They’re” vs. “their” vs. “there” • “Effect” vs. “affect” • “Would have,” NOT “would of” • Don’t use a fancy word if a simple word will do. • Punctuate carefully. • “Don’t” NOT “dont” • “Wasn’t” NOT “wasnt” • Use fonts that are easy to read. • DON’T USE THIS FONT! • DON’T USE THIS FONT!

3. 10 Tips Continued… 5. Be clear and concise. 6. Vary your sentence structure. 7. Use an appropriate tone. • WRONG- “We can’t wait to work with you and tell you all we can do to solve your problems! It’ll be cool! • RIGHT- “We look forward to discussing your specific needs and the services we can provide to address them.” 8. Use spell-check. No slang or text abbreviations! • WRONG- “U r rly kewl. C u l8r!” • RIGHT- “You are really cool. See you later!” [although this is the wrong tone!] 9. Proofread your work. 10. Have someone else proofread your work!

4. Components of Business Letters • Date • Month/day/year format • Example- June 15, 2009 • Sender’s Address • YOUR full address, email, phone, and fax • This info may already be in letterhead • Inside Address • Recipient’s full name (with title), company, and address

5. Components Continued… • Salutation • “Dear” then name of recipient (with title) • Use a colon after name- “Dear Mr. Smith:” • If not written to a specific person, then salutation should be “To whom it may concern:” • Body Text • Explain purpose of letter in 2-3 paragraphs • Straightforward and formal tone • Keep it as brief as possible! • Spaces between paragraphs • Do not indent new paragraphs

6. Components Continued • Closing – “call to action” • Include how recipients can respond to the letter • Examples: contact information, also how you plan to follow up on the letter • Signature Block • Sign in ink above a typed version of your name • Include your title or position underneath your name