Workplace Writing

Business Letter(Pearson Literature Book p.

512)

What is a business letter? A piece of correspondence that you

write when conducting business or professional matters.

What makes a business letter effective? Clear Direct Courteous Well formatted

Where do you find this type of writing? Requests for information,

appointments, or interviews Formal complaints or

commendations Business proposals

Format of the business letter

Refer to page R34 in Pearson Literature Book

How do you format a business letter? Block Format

Each part of the letter begins a the left margin.

A double space is used between paragraphs

Modified Block format Some parts of the letter (heading and

closing are indented to the center of the page.

What is the heading? The writer’s address and

organization if any and the date

What is the inside address? Indicates where the letter will be

sent

What is the salutation? It is punctuated by a colon When the specific addressee is not

known, use a general greeting such as

“Dear Sir or Madam:” or “To Whom It May Concern:”

What is the body? States the writer’s purpose

What is the closing? “Sincerely” is common, but “Yours

truly” or “Respectfully yours” are also acceptable

To end the letter, the writer types his/her name and provides a signature.

What are voice and tone?Pearson Literature p. 513 Voice

Created by the use of formal vocabulary and tone

Tone The attitude you take toward the

subject of your letter

Who is your audience? Express yourself clearly and

professionally You may need to research topic so

you can ask relevant questions. Maintain a formal tone

How do I maintain a formal tone in a business letter? Avoid slang and contractions Replace casual language with

formal expressions Include only essential information

the person needs to answer your questions

No contractions (e.g. it’s, there’s)

What is a memo? Purpose is to give information to a

number of people Has all the information at the top

Who wrote it Whom it is to Date Subject

Body of memo has all the information Do not have addresses, greetings, or

closings

Sample memo

What is e-mail? An efficient way to request or present

information Less formal than business letter Speedy and direct access to the source

of information Be clear in subject line (like in a memo) Short and to the point Include a greeting, body, closing, and

an electronic signature

Sample e-mail

Revising Strategies for a Business Letter

Active Voice vs. Passive Voice

ACTIVE Verb in the active

voice expresses an action done by its subject Ex: The student

yelled at the teacher.

PASSIVE Verb in the

passive voice expresses an action done to its subject Ex: The

teacher was yelled at by the student.Active voice produces a more direct and

forceful sentence, therefore USE ACTIVEVOICE.

Grammar Workbook

Pages 127-130 EXERCISES PRACTICING

ACTIVE AND PASSIVE VOICE

Combine Choppy Sentences Avoid choppy sentences by

combining two or more sentences with related ideas into one. CHOPPY: I went to Hometown Buffet. I

had mashed potatoes and gravy. COMBINATION: I went to Hometown

Buffet and had mashed potatoes and gravy.

Letter to Principal

Write your own letter to the principal. Use graphic organizer and rough draft form. Type final letter to be turned in. Use rubric in Pearson Literature book p 515 to check letter before turning it in.