Workplace Writing Business Letter (Pearson Literature Book p. 512)
What is a business letter? • A piece of correspondence that you write when conducting business or professional matters.
What makes a business letter effective? • Clear • Direct • Courteous • Well formatted
Where do you find this type of writing? • Requests for information, appointments, or interviews • Formal complaints or commendations • Business proposals
Format of the business letter Refer to page R34 in Pearson Literature Book
How do you format a business letter? • Block Format • Each part of the letter begins a the left margin. • A double space is used between paragraphs • Modified Block format • Some parts of the letter (heading and closing are indented to the center of the page.
What is the heading? • The writer’s address and organization if any and the date
What is the inside address? • Indicates where the letter will be sent
What is the salutation? • It is punctuated by a colon • When the specific addressee is not known, use a general greeting such as “Dear Sir or Madam:” or “To Whom It May Concern:”
What is the body? • States the writer’s purpose
What is the closing? • “Sincerely” is common, but “Yours truly” or “Respectfully yours” are also acceptable • To end the letter, the writer types his/her name and provides a signature.
What are voice and tone?Pearson Literature p. 513 • Voice • Created by the use of formal vocabulary and tone • Tone • The attitude you take toward the subject of your letter
Who is your audience? • Express yourself clearly and professionally • You may need to research topic so you can ask relevant questions. • Maintain a formal tone
How do I maintain a formal tone in a business letter? • Avoid slang and contractions • Replace casual language with formal expressions • Include only essential information the person needs to answer your questions • No contractions (e.g. it’s, there’s)
What is a memo? • Purpose is to give information to a number of people • Has all the information at the top • Who wrote it • Whom it is to • Date • Subject • Body of memo has all the information • Do not have addresses, greetings, or closings
What is e-mail? • An efficient way to request or present information • Less formal than business letter • Speedy and direct access to the source of information • Be clear in subject line (like in a memo) • Short and to the point • Include a greeting, body, closing, and an electronic signature
ACTIVE Verb in the active voice expresses an action done by its subject Ex: The student yelled at the teacher. PASSIVE Verb in the passive voice expresses an action done to its subject Ex: The teacher was yelled at by the student. Active Voice vs. Passive Voice Active voice produces a more direct and forceful sentence, therefore USE ACTIVE VOICE.
Grammar Workbook Pages 127-130 EXERCISES PRACTICING ACTIVE AND PASSIVE VOICE
Combine Choppy Sentences Avoid choppy sentences by combining two or more sentences with related ideas into one. CHOPPY: I went to Hometown Buffet. I had mashed potatoes and gravy. COMBINATION: I went to Hometown Buffet and had mashed potatoes and gravy.
Letter to Principal Write your own letter to the principal. Use graphic organizer and rough draft form. Type final letter to be turned in. Use rubric in Pearson Literature book p 515 to check letter before turning it in.