Transcript Business Writing - Mohawk Elementary School

Business Writing
What are the advantages to writing a good letter?
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It gives you time to think about, organize, and edit
what you want to say.
It gives you the ability to communicate a specific
message.
Provides both the sender and the receiver with a
copy of important details: An official record.
Is more likely to be taken seriously than spoken
word.
Can be sent to a multitude of people.
Topics to explore:
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Business Letter
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Letter of Application
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Letter of Recommendation
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Letter of Complaint
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Thank You Letter—Follow up
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Memo/Email
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Announcement
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Resume
The Big Picture
• Business writing is the process of sharing
work-related information on a standardized
format (letter, resume, memo, etc..). The
writer must know why he or she is writing
(specific message) and how the writing
should be presented (correct form).
6 characteristics that all business
letters share:
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Starting Point: reason for contact
Purpose: discuss, announce, clarify, confirm
Form: semi-block or block, memo etc…
Audience: who are you speaking to?
Voice: direct and sincere
Point of View: person to person (I) general or
group discussion (he she they)
Form of the Business Letter
A letter must be professional and look professional.
The two formats for writing business letters are the following:
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Semi-Block
Full Block
Additional items to keep in mind when setting up your letter:
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Use margins left and right, top and bottom, from 1 to 1.5inches.
Center the letter vertically, from top to bottom.
The 7 parts of a business letter
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Heading
Inside address
Salutation
Body
Complimentary closing
Signature
Enclosure: when needed
The Heading
The heading gives the writer’s complete
address with the date of application.
 This would be your address!
The Inside Address
Gives the reader’s name and address.
 If you’re not sure who to address or how to spell a
person’s name, you could call the company for the
information.
 If the person’s title is a single word, place it after the
name and a comma. A longer title goes on a separate
line.
The Salutation
Begins with Dear and ends with a colon,
NOT a comma!
 Do not guess to whom you should address your letter to!
 Use Mr. or MS. Plus the person’s last name, unless you
are well acquainted.
 If you can’t get the person’s name, replace the salutation
with Dear or Attention: or an appropriate title for the
reader: Sales Manager, To Whom it May Concern:
etc…NEVER use Dear Sir or Gentlemen.
The Body
 The body should consist of single-spaced
paragraphs with double-spacing between
paragraphs.
 DO NOT INDENT THE PARAGRAPHS!
Complimentary Closing
 For the closing use Sincerely, Yours truly,
Thank you…followed by a comma.
Capitalize only the first word.
Signature
The signature includes the writer’s handwritten
name plus the typed name.
If a document (brochure, form, copy, etc..) is
enclosed with the letter, the word Enclosure or
Encl. appears below the initials.
 If you send more than one copy of the letter out,
type the letters cc: plus the person’s or
department’s name beneath the enclosure line.
Spacing within a letter
After the Heading: 4 spaces
After the Inside Add.: 2 spaces
After the Salutation: 2 spaces
Between the paragraphs: 1 space
EXCEPT for the final paragraph where you
skip 2 spaces (before closing)
After Closing (between closing and sign.)
skip 4 spaces.