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How to Write a Business Letter: Step-by-Step Guide

Learn how to write a formal business letter to address issues or request information. Understand the appropriate tone, structure, and format.

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How to Write a Business Letter: Step-by-Step Guide

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  1. How to Write a Business Letter DO NOW: Prepare to take notes. 7th period: Meet in Blue 2 computer lab Monday!!

  2. The iPhone nano just came out, and of course, as one who keeps up with technology, you were the first in line at Best Buy to buy it (because who wants to pay and wait for shipping?). Scenario: (will arrive 2010)

  3. Problem: There are major glitches with your new iphone nano. Your awesome touch screen freezes every five seconds, the internet connection isn’t compatible with your wireless network at home…and your battery life is non-existent.

  4. What do you do now??

  5. First, you attempt to call Apple’s toll-free customer service number. But we all know after an hour of waiting on the phone to talk to a service agent, we would all rather write a couple of Miss P’s Romeo and Juliet journal entries.

  6. Another way to get your frustrations heard is writing a letter – a BUSINESS LETTER. But…we’ve never written one, Miss P!

  7. Audience – to whom are you writing? Friendly Letter: Friends Family

  8. Consider Pig’s letter to his girlfriend, Pigita:

  9. Remember, you are writing a formal letter to your organization. What is TONE? the overall attitude a writer projects toward the reader and the subject matter. How do we create a FORMAL tone? Sentence structure, formality and specificity of vocabulary, and neatness all contribute to a letter's tone.

  10. Formal versus Informal:

  11. Compare the following conversations: Amber, your BFF since 6th grade, wants to know all about your date with Tommy last night. Amber: TELL me all about it!! Me: Okay, like, oh my goodness, he showed up with a dozen roses and took me to this bomb restaurant, and we totally hung out at the pier. Amber: Shut up!! Me: Serious!

  12. Now at dinner with your grandparents, they somehow found out about Tommy and want to know all about your date: Grandma: How was your date last night, dear? Me: It was delightful, Grandma. Tommy was a gentleman. Grandpa: Of course he would be – only the best for my granddaughter. Me: Tommy took me to Cheesecake Factory and then we went for a walk on the pier. Grandma: Well, isn’t that sweet!

  13. Purpose – why are you writing this letter? Your purpose is to ask for changes or information in regard to the topic you choose from your assigned readings.

  14. Business Letter in Block Style (notice that you don’t indent at all in a block style business letter)

  15. 1. Margins: the space around your letter. • Go to “File.” • Scroll down to “Page Set-Up.” • On the “Margins” Tab, Put “1-Inch” for the top, bottom, left, and right margins.

  16. 2. You need your own address. This part goes in the “heading” section. Underneath your address, put the date. Skip four lines.

  17. 3. Put your organization’s address in the “inside address” section. Double space.

  18. 4. Salutation/Greeting Dear Ms. Smith (or whoever is the head of your organization) Use Ladies and Gentlemen when name is unknown Double space.

  19. 5. Body: State your purpose for writing this letter. Be formal and polite; the organization is doing YOU a favor by sending you the information.

  20. You may or may not have more than one paragraph. If you do, between each paragraph, be sure to double space.

  21. 6. Closing: Sincerely, Four spaces after the closing Your signature is written between the closing and your typed name.

  22. Your business letter will not be a complaint or a request for service. Your letter will be to a government official, asking for reformations to a practice about which you have read or… A letter to an organization asking for more information about the topic and their organization and its efforts. However, your letter will follow the same format.

  23. ? What’s the point?

  24. Write your letter!! Whatever you do not finish in class will be homework due Monday. We will be typing them Monday Remember: Your goal is to “call to action” your government representative or gain more information from an organization!

  25. Cut and paste the following address into your URL window. Take the quiz to see how much you’ve learned about writing business letters. http://www.englishclub.com/business-english/business-letters-quiz.htm

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