Business Letter Format

1
Business Letter Format

• Creating Routine Letters

2
Learning Objectives

• Analyze letter content and select an appropriate
  writing strategy.
• Write clear and concise letters.
• Identify and use appropriate salutations for
  letters.

3
Parts of a Business Letter
4
Parts of a Business Letter(continued)
5
Parts of a Business Letter(continued)
6
Parts of a Business Letter(continued)
7
Letter Salutations

• Use individuals name whenever possible.
• When no name is available, use the simplified
  letter style, omitting a salutation.
• When no name is available and you cannot use
  simplified style, rely on Ladies and Gentlemen or
  Madams and Sirs.

8
Writing Plan for an Information Request

• Opening Ask the most important question
  first or express a polite command.
• Body Explain the request logically and
  courteously. Ask other questions if
  necessary.
• Closing Request a specific action with an
  end date, if appropriate, and show
  appreciation in advance.

9
Improving Openers for Routine Request Letters

• Weak
• Ive been given the task of locating a
  convention site for my companys meeting. Ive
  checked a number of places, and your hotel looks
  possible.
• Improved
• Will you please answer the following questions
  regarding possible accommodations at the Fairmont
  for a conference in May.

10
Improving Openers for Routine Request Letters

• Weak
• While reading MacLean's magazine, I noticed an
  offer of a free video describing your
  organization.
• Improved
• Please send me your free video describing your
  organization.

11
Improving Openers for Routine Request Letters

• Weak
• I am conducting a training class for students of
  photography at our Winnipeg training center, and
  I saw a picture that we would like to use in our
  program.
• Improved
• What is the procedure for ordering a copy of a
  photograph to be used for training purposes?

12
Improving Closings for Routine Request Letters

• Weak
• Thanks for any information you provide.
• Improved
• We would appreciate receiving answers to these
  questions before April 4 so that we will have
  plenty of time to plan our conference.

13
Improving Closings for Routine Request Letters

• Weak
• Hoping to hear from you at your earliest
  convenience.
• Improved
• Please send the video by August 15.

14
Improving Closings for Routine Request Letters

• Weak
• Thank you for your cooperation.
• Improved
• Your answer to my inquiry will help me make my
  printer choice. Thanks!

15
Writing Plan for an Order Request

• Opening Authorize purchase of items. Suggest
  method of shipping.
• Body List items vertically. Provide
  quantity, order number, description, and
  unit price.
• Closing Request shipment by a specific
  date. Tell method of payment. Express
  appreciation.

16
Writing Plan for Simple Claim

• Opening Describe clearly the desired action.
• Body Explain the nature of the claim. Tell
  why the claim is justified. Provide details
  regarding action requested.
• Closing End pleasantly with a goodwill
  statement. Include end dating if
  appropriate.

17
Writing Plan for Granting a Claim

• Subject Line
• (optional) Identify previous correspondence.
• Opening Grant request or announce adjustment
  immediately.
• Body Provide details about how you are
  complying with the request. Try to regain
  the readers confidence. Include resale or
  sales promotion if appropriate.
• Closing End positively with forward-looking
  thought. Express confidence in future
  business dealings.

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Business Letter Format

• Good luck with letter writing!