How to Write a Business Letter



How to Write a Business Letter

The business-letter format is very important for communicating with a company. These steps describe the full block format, in which all lines start at the left.

1. Type the letter using a word processor (Microsoft Word). Formal letters should not be written by hand.

2. Press Enter 5 times. Check the status bar to make sure you are on line 6.

3. Type the current date. The format should be as follows: August 25, 2006.

4. Press Enter 4 times and type the recipient's (person you are writing to) full name, business title and address, aligned at the left margin. Precede the name with Mr., Ms., Mrs. or Dr. as appropriate. An example would be as follows:

Mrs. Stacy Otten

Andes Central School

400 School Street

Lake Andes, SD 57356

5. Enter two lines and follow with your greeting, again using the formal name and closing with a colon ''Dear Mrs. Otten:' for example. Use only the last name!

6. Enter two more times and begin your letter. Introduce yourself in the first paragraph, if the recipient does not already know you. Examples: 'We recently met at a seminar at the Biltmore' or 'I recently purchased an insurance plan from your company.'

7. Continue with the body of the letter, stating your main purpose for writing. (Make sure you enter twice after each paragraph and do not indent (tab)). This may be to send a complaint, compliment the business on its products or services, or request information. Be as brief and concise as possible.

8. After the body is complete, enter two more times and conclude the letter with 'Sincerely,' 'Thank you' or 'Best wishes,' followed by a comma.

9. Leave at least four blank lines for your signature, and then type your name and title. Sign the letter in black ink in the space created.

Tips:

• Try to keep the letter to one page. Generally, a short letter will get a quicker response than a long, rambling composition that takes several pages to come to the point.

• Make certain your punctuation, spelling and grammar are letter-perfect. Use your computer's spell-checking program or have someone proofread the letter before you send it.

8 Components to a Business Letter (In this Order)

1. Senders Personal Return Address

2. Date of Letter

3. Address where the letter will be sent

4. Salutation (greeting)

If no salutation type: TO WHOM IT MAY CONCERN (ALL CAPS)

5. Body of Letter

6. Complimentary Close (Ex. Sincerely, Cordially yours, Thank you)

7. Senders Signature (Written in Black Ink after you print)

8. Name (Keyed)

13 Steps to writing a Business Letter

1. Press Enter 5 times to start on line 6.

2. Type date

3. Quadruple Space (4 Enters)

4. Type Letter address

5. Double Space (2 Enters)

6. Type Salutation/Greeting (Dear___________:)

7. Double Space (2 Enters)

8. Type body of Report

9. Double Space (2 Enters)

10. Complimentary close (Sincerely, Thank You)

11. Quadruple Space (Sign here in BLACK ink after printing)

12. Your typed name

August 23, 2006

Mr. Taylor Markham, President

Human Resource Manager

Powers, Inc.

189 Central Avenue

Chicago, IL 54012

Dear Mr. Markham:

I was pleased to receive your letter requesting enrollment in the Seventh Annual Leadership conference being held April 18 and 19 at the Mariner Inn in San Francisco.

As a manager, you obviously recognized the need to be an effective manager as well as a leader who inspires and serves as a role model for all employees of Powers, Inc. This week-long conference will introduce you to the latest trends in human resource management and leadership training. Strategies will be introduced through small-group workshops to assist you in enabling growth, teamwork, innovation, and risk taking.

An additional highlight of the week will be the keynote speaker on Friday morning. This year we are pleased to announce that Dr. Janice Logan will share her vast experience in the area of leadership training. I look forward to sharing this conference with you. Your enrollment is complete and you should receive an enrollment package soon.

Sincerely.

Stacy Otten

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download