Applied Applied CommunicationsCommunications

Letter Writing

Business LettersBusiness LettersParts of Letter

StylesPunctuation

Types of Letters

Things to Keep in MindThings to Keep in MindWhen you write a business letter you must

assume that your audience has short time in which to read it, and even then your letter will probably only be skimmed. Your reader will want They want you to get to the bottom line:

What is your point? How should they respond?

Writing that is too formal can alienate some readers, while being too casual may come across as insincere or unprofessional

First ImpressionsFirst Impressions

In most cases, the business letter will be the first impression that you make on someone.

Though business writing is less formal than it used to be, you should still try to make sure that letter's content is clear and that you have proofread it carefully.

Watch Out for Watch Out for MisunderstandingsMisunderstandings

• The best business letters are clearly written with messages that cannot be misunderstood

• Business letters should be clear and to the point, but should not to be too blunt or have too many short choppy sentences in a row

Where to begin?Where to begin?

• Determine the purpose of your business letter. Is it to answer a question? To request something? To respond to something?

• Make a list of what your letter will request/ respond to. Try to make this list thorough because it can be used as an outline for your letter.

• Think about how you would like the reader of your letter to respond. Write this down as well.

Write Effective Business Write Effective Business LettersLetters

in a Variety of Situationsin a Variety of SituationsTypically used for external communication

• Inquiry• Sales• Order• Collection• Claim• Adjustment• Acknowledgment

Business LettersBusiness LettersParts of a

Business Letter Writer’s address (often on letterhead—do not include writer’s

name) Date Inside address (name, title, and address of receiver) Salutation (followed by a colon) Body of the letter Complimentary close (“Sincerely” is best) Writer’s signature Writer’s name and title beneath signature Enclosure line, if necessary

Business Letters—Business Letters—Full Block StyleFull Block Style

• Full block style is most common format today• Every line begins at the left margin• Single-spaced throughout; double-

spaced between blocks of print; quadruple-spaced for writer’s signature

Business LettersBusiness LettersBlock style letters—

ALL parts of the letter begin at the LEFT margin

Business LettersBusiness LettersReturn Address

DateInside Address

SalutationBody

Complimentary CloseTypewritten Signature

Business LettersBusiness LettersFormatting

4 returns between the date and inside addressDS between the inside address and salutationDS between the salutation and the bodyDS between the body and the complimentary

close4 returns between the complimentary close &

typewritten signatureReference initials (if needed) are a DS below

the typewritten signature

Business Letters—Business Letters—Three-Part OrganizationThree-Part Organization

Brief introductory paragraph—establishes context and states the letter’s purpose

Middle section—conveys the content of the message

Brief concluding paragraph—requests action, thanks the reader, or provides additional information

Business Letters—Business Letters—Style and ToneStyle and Tone

As per your request Attached please find In lieu of Please be advised that X Pursuant to our agreement Until such time as We are in receipt of We regret to advise you

that X

As you requested Here is Instead of X As we agreed Until We have received Regrettably, X

Instead of a cliché like… Write this instead…

Business LettersBusiness Letters

Open

Mixed

Punctuation

Business LettersBusiness LettersMixed Punctuation—

Colon follows the salutation

Comma follows the complimentary close

Business LettersBusiness Letters

Block Open

Punct

uatio

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