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Writing a Business Letter

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  1. Writing a Business Letter

  2. ‘I Cans’ and Essential Questions • Produce a business letter that: • 1.) -Addresses need • 2.) -States purpose • 3.) -Is clear and efficient • 4.) -Properly formatted • Essential Questions • Is my letter written in such a matter that the intended audience has a clear understanding of what my purpose is?

  3. Heading • The heading gives the writer’s address and the date. A comma is placed between city and state.

  4. 234 South 3rd Street Drew, MS 38737 June 6, 2001

  5. Inside Address • The inside address gives the name and address of the person or company receiving the letter.

  6. Dr. Robert Harris, Director Health Care Center P.O. Box 123 Drew, MS 38737

  7. Formal Greeting • The formal greeting is always followed by a colon (:).

  8. Dear Sir: • Dear Madam: • Dear Mr. Harris:

  9. The Body • The body states the purpose of the letter. Facts are given in a brief, logical way.

  10. The Body • When you write a business letter, make your message clear and brief.

  11. Closing • The formal closing is followed by a comma. Only the first word is capitalized. • Sincerely, Sincerely yours, Regards, etc.

  12. Signature • The writer’s name is typed four lines below the closing.

  13. Example w/ explanations and format • 123 Winner's RoadNew Employee Town, PA 12345 • March 16, 2001 • Ernie English1234 Writing Lab LaneWrite City, IN 12345 • Dear Mr. English: • The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. • Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. • Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time. • Sincerely, • Lucy Letter