Business Letter Writing

Why Do We Write Business Letters?

• To communicate with people outside of your business or organization.

You may write a letter to:

- Explain your views.

- Summarize a meeting.

- Apply for a job.

- Request information.

- Turn down a request.

Language

• Business letters reflect not only you, but your business or organization as well.

• The message in your letter needs to be straight-forward.

• Communicate your message without confusing the reader.

Purpose

• Decide what the purpose of your letter is and state it in the beginning of your message.

Tone

• Make sure your message is stated in a friendly, respectful tone!!!!!!!!

Example - We are sorry for the inconvenience, but we did not receive your

payment.

Parts of a Business Letter

I. Heading

II. Dateline

III. Inside Address

IV. Opening/Salutation

V. Body

VI. Closing

VII. Signature Block

“Good News/Neutral” Letters

1. State the good news/neutral news first.

2. Provide adequate details.

3. Pleasant ending.

“Bad News” Letter

1. Begin with a neutral/pleasant statement.

2. Explain the reason for the refusal.

3. State/imply the refusal.

4. Offer an alternate solution.

5. End with a positive statement.