Business Letter Writing

Business Letter Writing

• A salutation can be a first name if you know the person, but otherwise use a personal title and last/family name.
• The body of the letter:
  • First paragraph: friendly opening and statement of main point
  • Second paragraph: justification of main point
  • Next paragraphs: background information and supporting details
  • Closing paragraph: restatement of purpose and possible request for action
• Complimentary close:
  • Begins at the same vertical point as the date and one line after the last body paragraph
  • Capitalize the first word only and leave four lines between the closing and the sender's name for a signature
• Signature line:
  • Contains the signature and the full name of the sender
  • The sender can include their title before their name to show how they wish to be addressed

Office Correspondences

• Office correspondences are used to communicate with employees, employers, clients, and customers in a professional manner
• Common types of office correspondences:
  • Letters of recommendation
  • Acknowledgment
  • Inquiry
  • Request
  • Complaint
  • Apology
  • Resignation
• Business letters can be written in block, indented, or modified block form

Specific Types of Business Letters

• Letter of recommendation:
  • Focuses on the professional relationship between the applicant and the sender
  • Highlights the positive points that may convince the receiver to consider the application
• Acknowledgment (letter of receipt):
  • Written to express acceptance or receipt of a prior correspondence
  • Informs the receiver of any action taken regarding their request, complaint, or inquiry
• Inquiry letter:
  • Written to ask a specific question or elicit information from the addressee
  • Should be specific with the question and identify exactly the information needed
• Request letter:
  • Written to ask for a particular information, permission, favor, or service
  • Should use polite yet straightforward language
• Complaint letter:
  • Written to express a problem, discontent, or protest about a particular situation
  • Tends to have a strong content

Learn about the proper etiquette and structure of a business letter, including the salutation and body, to effectively communicate with others.