Workplace Writing:Business Letter

Writing WorkshopExplanatory Text

Prentice Hall Literature Common Core Edition Grade NinePg 512-517

Business Letter

• A piece of correspondence (communication) that you write when conducting (doing) business or handling professional matters

Business Letters

• Should be:– Clear– Direct– Courteous (polite)– Well formatted

Business Letters

• Can be used for:– Requests for information– Appointments– Interviews– Formal complaints– Formal commendations– Proposals

Business Correspondence Formats

Letter • Heading• Inside address• Greeting• Body• Closing• Signature

Email • Subject line – short and to

the point• Greeting• Body• Closing• Electronic signature

Assignment

• Write a business letter to a company in which you ask for information about a product or service you are interested in using.

• Include:– Formal polite language– A clear purpose– Relevant background– Error-free grammar– 2 copies, one formatted like a letter, one formatted like

an email

Audience

• The individuals that will or will most likely be reading your text

Business Letter Audience

• You are writing to professionals who work in the industry

• Your

Tone/Voice

• Voice – a writer’s own style of writing, includes word choice, sentence structure, and tone. Can be fast, slow, blunt, meandering, breathless, etc…

• Tone – the writer’s attitude toward the audience or subject. Can be formal, informal, serious, playful, bitter, ironic, etc…

Business Correspondences

• Voice:– Formal– Concise (to the point)

• Tone:– Professional/business like– Respectful

Business Letter Correspondences

• To keep a formal tone:• Avoid slang and contractions (I have a beef,

can’t, won’t)• Replace causal language with formal

expressions• Include only essential information the person

needs to answer your questions• Follow formatting conventions

Tone ExamplesCasual

I love riding bicycles. I have outgrown mine and want a new one really badly. Which is the best kind for me? How much does it cost?

Formal

I am planning on purchasing a new bicycle. I like riding on the street, but I mostly ride the bike trails with my parents. Would a mountain bike be best for me? Or would a hybrid better serve my needs? What is the price range for recreational bicycles like these?