Writing the Business Letter

(from Write for College, pages 129-134)

Contents of a Business Letter 1) The letter begins with your intention.

State the purpose of your letter. 2) Be clear and follow the conventions of

the business letter. Business writing is highly structured.

3) Always provide your audience with the necessary information to act upon your request, concern, etc.

4) Be courteous, clear and direct. 5) Use 1st person (I) and 3rd (he/she).

Format—

The heading gives the writer’s complete address, followed by the date.

The inside address is the recipient’s address, and it includes their name and address. The inside address appears 4-7 spaces below the heading.

The salutation opens the letter and begins with “Dear” and ends with a colon ( : ), not a comma (,).

Format— For the salutation, if you do not know the

person’s name, address them by their title. The body of the letter should consist of

single-spaced paragraphs with double-spacing between paragraphs.

Use a complimentary closing, such as “Sincerely,” or “Yours Truly”

The signature is both handwritten and typed.

Format-- If a document is enclosed in the letter, type

the word “Encl.” followed by the item enclosed.

Be sure to use a consistent style (Block vs. Semi-Block). Block style is totally left-justified. Semi-block shows the Heading and Closure offset towards the right side of the page.

Use a print size and type style that is easy to read.

Center the letter vertically (top to bottom) on the page.

Letter of Complaint

The letter of complaint is one of the most common, and is often written in response to a mistake that affects you, such as a defective product, poor service, etc.

Follow the same basic structure of the business letter.

Letter of Complaint The first paragraph will describe the

problem. Explain where and when you purchased a product or received service; provide copies of receipts, etc.

Describe how you’ve attempted to resolve the issue—to whom did you speak, etc.

Explain what solution you would like. Do you want a refund, credit or replacement? Be clear.

Letter of Application/ Cover Letter Follow the same format for heading and

inside address, as well as salutation. In the first paragraph, explain what you are

applying for, how you heard about it, and your chief qualification.

In the second paragraph, focus on how your skills meet the needs of the job.

In the third paragraph, request an interview and thank the reader.

Recommendation Request Letter Follow the same business letter format for

heading, inside address and salutation. The first paragraph explains the situation—

remind the reader of your relationship to him/her, then ask that person to write you a recommendation or a reference.

The second paragraph explains the position you are applying for.

Recommendation Request Letter The last paragraph should explain the form

the recommendation should take, whom to send it to, and where and when it needs to be sent.

The Follow-Up Letter If your resume, cover letter, and application helped

worked well for you, and you were granted an interview…You should send a follow up letter.

The letter follows the same form, but it should… Open with a thank-you comment Include a statement of your interest in the job, your

potential value as an employee, a statement about your availability for answering further questions.

Contact information for how the interview can reach you.