Business

Letter
Format
 A business letter is…

1. Clearly organized paper.

2. Carefully written paper.
3. Written as support.
4. Written to offer a solution to a problem.
5. Written to ask for help .
 General Guidelines
• Use high-quality white paper.
• Use a laser jet printer.
• Maintain at lease 1” margins on all sides.
• Single space between lines.
• Double space between paragraphs.
• Do NOT indent the first words of paragraphs.
• Position everything flushed to the left margin.
 More guidelines…
Proof read the final copy.
→Spelling
→Punctuation
→Mechanics
→Grammar
→Layout
Fold the letter in thirds and place
in a legal-size envelope.
Starting at
the top
and
working our
way down.
1
Ariel view or a business letter.
2 No info to write down.

7 8
9
 Your Address (1)

• Use the address at which you

wish to receive follow up
correspondence.
• Do NOT include your name .
• Type the date you plan to mail
the letter.
 Inside Address (2)
1. Name the person to whom you are
writing followed by a comma and his/her
title.
2. Name of the company the person works
for.
3. Next enter the correct business mailing
address.
 Salutation (3)
• Greeting should be specific rather than
general.
• Begin with Dear.
• Followed by the name of the person and
a colon.
(Use general titles like Mr., Ms., or Dr.)
• Use Dear Madam or Sir when you don’t
know the name of the person to whom
you are writing to.
 Introductory Paragraph (4)
1. Establishes the context for the letter.
2. Be concise but specific .

4. Answer the questions

• What do you want to discuss?
• When did it take place ?
 Body Paragraph (s) (5)
1. Provides a description of the problem.
2. Written clearly with careful word choices and
specific details.
3. Gives you a chance to present your case, and
they must be convincing .
4. If you have tried to solve a problem, describe
the strategies you’ve used.
5. Be descriptive and use details!
 Request for Action (6)
1. Closing paragraph
2. Ask for help in solving the problem .
3. Be reasonable.
4. If alternative solutions are acceptable,
exlain them.
 Closing (7)
• Use a formal , standard closing , such as
Sincerely, or Sincerely
yours,
• Position the closing at the left margin.
 Signature (8)
1. Skip four lines in between the
closing and the typed name.
2. After you print, then you’ll
actually sign your paper.
 Typed Name (9)
• At the left margin, type your name four
lines underneath the closing as you wish it
to appear in return correspondence.

Example: ____________ _____________

The End
Notes
worth 55 points
1 point per blank