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To Write a Business Letter

  1. Question the communication situation.
  2. Plan your letter.
    • Review your topic and reason for writing the letter.
    • Learn the receiver’s name, title, and address.
  3. Research your topic.
    • Searching: Gather details that you need to include in your letter.
    • Focusing: Write down what you specifically want to accomplish.
  4. Create the first draft of your letter.
    • Start with the heading, inside address, and salutation.
    • Write the body—the beginning, middle, and ending parts.

      Beginning: Introduce your topic and provide your reason for writing.

      Middle: Present important details in brief, effective paragraphs. Organize these details for clarity.

      Ending: Explain what action you would like the receiver to take.

    • End with a complimentary closing and signature.
  5. Improve your first draft.
    • Evaluate your letter.

      Purpose: Does it achieve your goal?

      Audience: Does it give the reader all the necessary information?

    • Revise your writing.

      Rewrite sentences that are confusing or unclear.

      Add details to explain your topic more fully.

      Cut parts that are unnecessary.

      Reorder sentences to clarify the message.

    • Edit your revised writing.

      Replace general nouns and verbs with specific ones.

      Check your writing for accuracy using page 242 as a guide.

  6. Present the final copy of your letter by mailing it to the intended receiver.
441

Letter Promoting a Cause

This letter follows the full-block letter format.

Aquinas High School

11300 Montgomery Drive

Fort Collins, CO 80525

March 14, 2012

Mrs. Kimberly Schaffer

Office Administrator

Campus Computer CSU

155 N. College Avenue, Suite 112

Fort Collins, CO 80524

Dear Mrs. Schaffer:

The beginning identifies the cause and the reason for writing.

Do you have any used or malfunctioning electronics to dispose of? The Aquinas High School Student Council, in partnership with Asset Recyclers, will accept electronics for recycling from 9:00 a.m.–1:00 p.m. on Saturday, April 7, at the Aquinas gymnasium. The event is part of the Earth and Reality Project.

The middle gives important information.

We will offer a free hard-drive wipe and data destruction for the items you donate. The cost of computer monitor disposal is $5, but all other items will be recycled for free. The following list includes the electronics we can accept. (Ask us, however, if you need to dispose of an unlisted item.)

  • Desktop computers
  • Laptops
  • Printers
  • Cell phones
  • CD and DVD players
  • Cameras
The ending states the next step and encourages action.

If you have any questions or need more information, please contact the Aquinas Student Council at the above address or via email at studentcouncil@aquinasstthom.edu. We hope you will join us in protecting our environment!

Sincerely,

Michelle Rodriguez's signature

Michelle Rodriguez

Student Council President

 
442

Letter Applying for Work

4773 Shortridge Drive

Arlington, VA 22202

May 8, 2012

Maria DeGroot

Casey Trees

3030 12th Street

Washington, DC 20017

Dear Ms. DeGroot:

The beginning identifies the position of interest.

I am interested in applying for the Casey Trees’ Summer Crew program. I am currently finishing my junior year at Arlington North High School and would love the opportunity to take care of the trees in Washington, DC, this summer.

The middle explains the writer’s qualifications.

I have previous landscaping experience as an employee of Rustic Road Landscaping Service in Baltimore, Maryland, for the last two summers. My responsibilities at Rustic Road included the following:

  • lawn mowing and weed pulling;
  • planting, mulching, and watering flowers and trees;
  • carrying and transporting equipment and supplies.

Please don’t hesitate to talk to my former boss, Neil Avercamp, at Rustic Road. I have attached his contact information with my list of references. He can attest that I am a dedicated and hardworking employee. I have no trouble working in all weather conditions. In school, I am on the honor roll and participate in football and the Performing Arts Club.

The ending asks for an interview and provides contact information.

May I call you at 3:30 p.m. on Friday, May 11, to set up a time for an interview? If another time is more convenient for you, please contact me any day after 3:00 p.m. at (410) 555-8849 or jbiel22@gabbalink.com.

Sincerely,

Jordan Biel signature

Jordan Biel

 
443

Parts of a Business Letter

A business letter includes the heading, inside address, salutation, body, complimentary closing, and signature . (It may also include the word “Enclosure” or the abbreviation “Encl.” at the bottom of the letter if any additional pages are included.)

Parts of a Business Letter
  • A The heading includes the writer’s address and the date of the letter. It is placed about an inch from the top of the first page.
  • B The inside address includes the name and address of the person or group you are writing to. Identify the title of the person after his or her name. (If the title is brief, place it after the name, separated by a comma. If the title is long, place it on the next line.) Place the inside address usually four to seven spaces beneath the heading.
  • C The salutation politely addresses the receiver of the letter. Use Dear followed by Mr., Mrs., Ms, or Miss; the person’s last name; and a colon. If you don’t know the person’s name, use Dear Sir or Madam, Dear EMT Director, Dear Edinburgh Technical School, followed by a colon. Place the salutation two spaces beneath the inside address.
  • D The body is the main part of the letter and should consist of brief paragraphs that get right to the point. (Remember to create beginning, middle, and ending parts.) Single-space each individual paragraph, but double-space between the paragraphs.
  • E The complimentary closing announces the end of the main part of the letter with Sincerely, Very truly, or Yours truly, followed by a comma. Double-space after the last body paragraph for the closing.
  • F The signature gives the letter writer’s name (in type) four spaces after the closing. The writer adds her or his written signature above the typed name.
 

Note: These letters follow full-block style, which means all of the information is placed at the left-hand margin. For tips on “Folding Business Letters” and “Addressing Business Letters,” go to thoughtfullearning.com/h443.

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