The business letter
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The Business Letter. By: Mr. Totten. Definition. The business letter is a professional letter you would send to someone who works for or is related to a company. It is considered formal.

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The business letter

The Business Letter

By: Mr. Totten


  • The business letter is a professional letter you would send to someone who works for or is related to a company. It is considered formal.

  • The friendly letter is a personal letter you would send to someone you know well. It is considered an informal letter.


  • Your Information (Formatted Left)

  • Heading Includes:

    • Date (Month, Day, Year)

      • Enter 3 Spaces

    • Your Name

    • Your Address

    • Your City

Inside address
Inside Address

  • Enter one time

  • Recipient’s Information (Left Format)

  • Recipient’s Name

  • Recipient’s Title, Company

  • Recipient’s Address

  • Recipient’s City, State, Zip

Salutation greeting

  • Enter 1 time

  • Salutation:

    • Dear (Mr., Mrs., Ms., Dr.) Last Name,

    • It is important you spell the name right!!!!

Body 1
Body 1

  • DO NOT indent

  • Enter 2 times

  • Topic Sentence (Introduce yourself)

  • State your purpose for the letter

  • State your thesis (1 paragraph for each idea)

Body 2
Body 2

  • Enter 1 space between paragraphs

  • Each main idea should be a paragraph.

  • Use supporting details for each paragraph

  • Try to use transitions (Employers look for this!)

Closing paragraph
Closing Paragraph

  • No Indent

  • Restate your thesis and main ideas/reasons for the letter.

  • Remind the reader how to contact you as your closing sentence.

    • Phone Number

    • Email

    • Mailing Address


  • Enter 1 time

  • Use a proper closing

    • Sincerely,


  • Enter 4 times

    • You will sign in those spaces

  • Print your signature.

  • Enter

  • Print your title (CEO, Analyst, Manager) and company. (Xerox, WestwindElementary, ABC Stores)


  • If you include extra paper work:

    • Enter 2 times

  • Write enclosure for 1 item

  • Write enclosures (#) for more than 1


  • At some point in your life you will have to write a professional letter. If you want your request to be taken seriously you NEED to know the format of the letter. If it is not your letter may distract your reader or even cause your reader to disregard it entirely.

Important things to remember
Important Things To Remember:

  • Spell the recipient’s name correctly.

  • Spell your name correctly.

  • Check to make sure you did not indent each paragraph.

  • Make sure your closing is appropriate.

  • Make sure the date is correct.

  • Make sure your closing is correct.

  • Make sure you use transitions.

Things you can do
Things You Can Do

  • Write a proposal

  • Write a recommendation

  • Write a concern

  • Write a letter of intent

  • Write a letter for a job application

  • Write a letter for a college application

  • Write a letter for a promotion

  • Write a letter for a grant (money).


  • Check out these examples.

  • Notice how they follow the format.

  • Make sure you follow that format.

Example 2
Example 2

  • Label the parts!


  • Your assignment is to create a letter to the college of your choosing. You are to convince them you are an ideal candidate for acceptance into their school. You must tell them good things about yourself, list you accomplishments at school, and lay out a plan of study when you get to their school.