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NAME ____________________

Writing a Successful Business Letter

A self paced lesson composed by:

Target Audience: Small Business Professionals, Start-up business owners, and other interested parties

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Introduction Can you recall the last time you wrote a letter?

It may have been a friendly letter,

a thank you letter,

or perhaps even a business letter.

Take a minute to reflect on some of

the parts that

were used in developing the letter.

You may recall some

of the aspects that were

involved in business letter writing.

If so, that is excellent, but remember,

it is always great to

refresh any

unclear skills about the topic.

This section begins with the formatting styles of a business letter. Most

companies are taken by the impression that you make when presenting a

business letter. Any letter that you send to a business or professional gives

the company a first impression about you and your company. Can you list

the eight parts in a business letter?

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OBJECTIVE

By the end of this module you will be able to:

§ Determine whether the letter is persuasive and whether the letter is poorly written and formatted according to block to block business format, and suggest improvements. Business letter formats can be a bit frustrating. Hopefully, by the end of this module you will not look like this when writing your next letter.

Direction

In this lesson your will revisit your skills in business letter writing or become knowledgeable about the skills that it takes to become the best business letter writer in your field. You will be able to accomplish the above stated goal upon completing this lesson.

Ismael Velazquez� 10/24/2016 10:28 AMComment [1]: The terminal objective is vague and subjective. This needs to be rewritten into something concrete and measurable. Remembering the 4 initial objectives: 1) List the eight different parts of a business letter 2) Learners will identify correct uses of business letter openings, closes, addresses, and similar components. 3) Given examples of business letters, identify if correct formatting for block business letter writing is used. 4) Given examples of business letters, determine if the writing style is persuasive.

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Formatting

There are “eight” basic parts to a business letter. Here is an example of what a completed letter looks like before you stuff it in the envelope above.

1. Inside Heading 2. Date 3. Inside Address 4. Salutation 5. Body of Letter 6. Complimentary Close 7. Signature 8. Writer’s Name

1 . 1200 Crepe St. Jackson, MS 20126 2 . June 1, 2007 3 . Mr. Tate Department of Science Sullivan State University 1200 Good St. Hoffman, TX 30000 4 . Dear Mr. Johnson: 5 . I am writing to you to request that you accept my science proposal. New science initiatives are a key element in helping students grasps science skills. The funding for this program has been placed on email and I am interested in receiving full funding to implement this program. Please read my proposal for this program and let me know if you are interested in funding this initiative. 6 . Sincerely, 7 . (Signature) 8 . Jamie Grouper

Ismael Velazquez� 10/24/2016 10:32 AMComment [2]: Instead of highlighting and putting quotations (which could be misinterpreted) choose a font which the learner can easily see the difference between normal, bold, and italics

Ismael Velazquez� 10/24/2016 10:32 AMComment [3]: No. I get it. But no

Ismael Velazquez� 10/24/2016 10:33 AMComment [4]: The numbers need to correlate with numbers on the sample letter.

Ismael Velazquez� 10/24/2016 10:34 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

Ismael Velazquez� 10/24/2016 10:35 AMFormatted: Font:BoldIsmael Velazquez� 10/24/2016 10:35 AMFormatted: Font:Bold

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“The Eight Parts” of a business letter can be placed in many different formats. The format that we will focus on is the business block format. Example 1 is an example of the block format. Block formats do not have any indented parts. All of the typing is left aligned.

Example 1 (Block) Example 2 (Indented)

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The Address “The Address” is important in the businesses letter. There must be a return address and an inside address at the beginning of each business letter. The return address appears first, then the date, then the inside address.

The inside address must include the complete name, title, and address of the recipient receiving the address.

There must be a doubles space between the inside address and the date.

Learner Practice

Return Address 1500 Mt. Vernon St. Jackson, MS Date 1 2

Inside Address Ms. A. Brown, Chair Department of Test Jump State University 1415 University Drive Felicity, AL 45434

Return Address

Inside Address

Ismael Velazquez� 10/24/2016 10:37 AMComment [5]: I don’t know if this is a formatting issue on my computer, but the arrows do not line up with the return address and inside address. In either case, the module should be designed so this problem cannot occur.

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List the eight parts that are included in a business letter.

1. 5. 2. 6. 3. 7. 4. 8.

Learner Feedback: Inside letterhead, date, inside address, salutation, body test, signature, complimentary closing, typed name Learner Practice

Ismael Velazquez� 10/24/2016 10:40 AMComment [6]: A sample business letter should be provided and the numbered list corresponding with the examples in the letter adjacent. This way the learner associates the terminology with the proper identifiers instead of simply recalling terms.

Ismael Velazquez� 10/24/2016 10:41 AMComment [7]: Feedback should be formatted the same as the initial assessment for consistency and clarity.

Ismael Velazquez� 10/24/2016 10:41 AMComment [8]: Why though?

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Review the addressed below and determine if any of these address can be included as the inside address of a business letter? a) Jackson State University Jackson, MS 30120 b) Market Group Jackson, MS 39211 c) Neither

Feedback: The answer is neither. The address included must have the person’s name and business name that you are addressing in the letter.

The Salutation

Ismael Velazquez� 10/24/2016 10:44 AMComment [9]: Additional information regarding the inside address should be included. It is mentioned once before the assessment and never given a reason why it is important to include all of this information.

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After the addresses and date have been included in the letter, the salutation must be included next. A proper salutation is highlighted below.

1. Dear Mr. Thomas:

2. Attention: Mr. James,

Close attention must be paid to the number of spaces that the salutation follows the inside address. It must be double spaced after the inside address.

Inside Address

Ms. A. Brown, Chair Department of Test Jump State University 1415 University Drive Felicity, AL 45434 1 2

Dear Mr. Thomas:

Salutation Spacing

Ismael Velazquez� 10/24/2016 10:45 AMComment [10]: Same formatting issues as before.

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Learner Practice

Learner Feedback: Dear Mr. James: In a business letter, the opening begins with the full name of the person you r reaching followed by a colon.

Correctly identify the choice that is best for the opening of a business letter.

a) Dear Mr. James b) Dear Mr. James, c) Dear Mr. James: d) Dear Mr James:

Ismael Velazquez� 10/24/2016 10:46 AMComment [11]: This needs to be addressed before the assessment including why

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The Body The body of the letter then appears after the salutation and is “double spaced”.

Dear Mr. Johnson: 1 2 3 I am writing to you to request that you accept my science proposal. New science initiatives are a key element in helping students grasps science skills. The funding for this program has been placed on email and I am interested in receiving full funding to implement this program. Please read my proposal for this program and let me know if you are interested in funding this initiative.

SPACING

BODY

Ismael Velazquez� 10/24/2016 10:48 AMComment [12]: The example does not show the body as double spaced. Does the instructional designer mean there should be a space between paragraphs as shown in the example? Why is double spaced in quotes? Nothing is mentioned about the 3 spaces between the salutation and the body.

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Closings A common close for a business letter includes the complimentary close, the typed name, and the signature. The “complimentary close” examples look like the examples you see in the business letter examples. The following are examples of a complimentary close.

Business Letter Examples:

1. Best Regards, 2. Sincerely, Friendly Letter examples: 1. Thanks, 2. Your Truly, 3. Musically,

Ismael Velazquez� 10/24/2016 10:50 AMComment [13]: Consider this as a numbered list for clarity.

Ismael Velazquez� 10/24/2016 10:51 AMComment [14]: Needs to be reworded. Confusing. Possibly give figures to the examples for reference.

Ismael Velazquez� 10/24/2016 10:52 AMComment [15]: If these are to be included it should be noted that these are examples that should not be in a business letter

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Complimentary Close

The Complimentary Close is located after the body. The Complimentary Close must be spaced correctly. It is double spaced after the body just as it appears in the example.

The closing is located after the curser has been double spaced. You can also check the spacing by allowing the paragraph tabs to be visible in your letter.

Thank you so much for your help. I look forward to hearing from you soon. 1 2

Sincerely,

SPACING

CLOSE

Ismael Velazquez� 10/24/2016 10:53 AMComment [16]: In quotations earlier, but not now. Inconsistencies will lead to confused learners

Ismael Velazquez� 10/24/2016 10:54 AMComment [17]: Whis is this here?

Ismael Velazquez� 10/24/2016 10:54 AMComment [18]: Inconsistent terminology. Change to complimentary close.

Ismael Velazquez� 10/24/2016 10:56 AMComment [19]: I appreciate the repetition and wish it was in the previous steps; however, consider rewording or possibly listing the steps. This way the two different ways of presenting the information help to reinforce the concepts.

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Learner Practice Which of the following is a correct complimentary

close?

a)

Thank you so much for your help. Sincerely, Mr. Tate

b) Thank you for your help. Sincerely, Mr. Tate c) Thank you for your help. Sincerely, Mr. Tate

Learner Feedback: Choice b is correct. Choice b has the correct spacing for business letter block formatting. The complimentary close must be double spaced.

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The Signature

Following the complimentary close is the signature.

The signature appears four single spaces after the close.

Thank you so much for you help. I look forward to hearing from you soon.

Sincerely, 1 2 3

Signature

Signature

Spacing

Ismael Velazquez� 10/24/2016 10:59 AMComment [20]: This terminology is inconsistent with previous steps. Counting the number of single spaces is more understandable than double spaces. Correct the previous steps to match this.

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Typed Name

Following the signature is the typed name. Your full name is typed and double spaced after the signature. Always remember to left align your typing.

Good Example Poor Example

Following the signature is the typed name. Your full name is typed and double spaced after the signature. Always remember to left align your typing.

Sincerely, 1 2 3 Signature 1 2 Thomas Jefferson

Yours Truly, Signature Thomas Jefferson

NAME

Ismael Velazquez� 10/24/2016 11:00 AMComment [21]: Poor examples could be given for all steps.

Ismael Velazquez� 10/24/2016 11:01 AMComment [22]: Holy inconsistencies Batman! Quotations, normal and different colors oh my! Stick with one format throughout.

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Learner Practice

You need to include your typed name. How many spaces are

included after the signature?

a) 3 single spaced

b) 4 single spaced

c) Double spaced

Learner Feedback: The typed name is included after you have double spaced. The double space takes place on the 4th writing line after the signature. This may seem like a lot of space but these are the rules of writing.

Notice the highlights numbers to help you identify the correct spacing.

Signature 1 2 3

Mr. James

SPACING

Ismael Velazquez� 10/24/2016 11:03 AMComment [23]: This question shows exactly why the terminology of the module needs to be consistent throughout. Learners should feel confident in their decisions by the time they assess; however, because of the varying terminology, there will be confusion when answering this question.

Ismael Velazquez� 10/24/2016 11:05 AMComment [24]: This is different than what is stated earlier! It goes without saying, but the answers to the assessment need to match the review information prior to said assessment.

Ismael Velazquez� 10/24/2016 11:06 AMComment [25]: What? If I were actually taking this assessment I would be more confused on how to write a proper business letter then before I began!

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Writing Style The body of the letter is very important as stated earlier. It marks the first impression that you provide your reader. Most business letters are written in a persuasive style. This writing style can be confusing and often compared to formal. The persuasive way of writing must include clear sentencing that makes the reader want to buy into what you are selling. Below are some key elements that can help you

Strategies for Persuasive Writing

• State the main point • Mention experts and important people • Uses facts to support the argument • Tries to build trust and credibility • Uses studies and information sources • Use tables graphs, tables, illustration • Build a sense of urgency • Appeal to the emotion of the audience

Ismael Velazquez� 10/24/2016 11:07 AMComment [26]: It was never stated earlier!

Ismael Velazquez� 10/24/2016 11:11 AMComment [27]: Each bullet point should include an explanation. Otherwise these are simply statements with no background or justification.

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I. SBA is a company that is on the cutting edge of technology and deserves the loan to make pivotal changes in technology education.

II. SBA has been in one year and already has projections of next year’s

margin. These margins are sure to hold as collateral for your business loan.

III. Tributary homes are located in the heart of the city of Atlanta. These

homes were created using materials that are from the green wise market which proved to have your home save energy.

IV. Tributary homes are the best homes in GA, because they provide the

owner with a 30 year warranty, free manicured lawn service and a free business center.

I. I am interested in receiving your business loan for first time business owners.

II. I am a first time business owner that wants to apply for a business

loan.

III. Tributary homes are the best because they are located in Atlanta.

IV. Tributary homes are nice looking homes.

It is best to be clear and give a full description of what you are and what you want with as much information to gain the reader’s attention. Notice that the first examples are closely related to the items of the strategy list.

Ismael Velazquez� 10/24/2016 11:12 AMComment [28]: Why are these good examples? Highlight each of the elements listed above and match them to each part of the examples.

Ismael Velazquez� 10/24/2016 11:12 AMComment [29]: Why are these bad examples? Highlight what is missing and possible correct alternatives.

Ismael Velazquez� 10/24/2016 11:13 AMComment [30]: Needs to be reworded. Confusing

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Learner Practice Which of the following is the best example of persuasive writing? a).Marketing is highly recommended before opening a business. b).Marketing is highly recommended to make it in business. Most of the business owners in this are have said so. I have talked to many business owners. Most of them would confirm this is quickly. c).Marketing is the number one source in business recruitment. Business week magazine studies have proven that 85% of business owner that market first are successful.

Learner Feedback: The answer is C. Choice A is a fact based on the research of Business Week Magazine. Choice B is an opinion. Choice (C) is the best choice for persuasive writing.

Ismael Velazquez� 10/24/2016 11:14 AMComment [31]: Reasons are given for why both A and B are incorrect, but no reason is given why C is correct.

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Now you are ready for the next section!!

Ismael Velazquez� 10/24/2016 11:14 AMComment [32]: Incorrect statement