§Business Letters

Why So Picky? §Gives first impression that a potential client or buyer receives about you §Shows your maturity and professionalism §Must look professional

The Parts of a Business Letter §Heading §Inside Address §Salutation §Body §Closing §Signature

Heading §Is the address of the sender §May have a letterhead with this information already imprinted §Should include the following: l The sender’s address l The senders mailing address l (optional) phone number and address l Date being sent Heading 895 North Main Street Bowling Green, OH February 16, 2010 Ms. Maria Reinaldo Customer Relations | Ohio Telephone Company 133 Buckley Street Columbus, OH 43217

Inside Address §Is the name and address of the person or business that you are sending the letter to, otherwise known as the addressee. §Type the inside address on the fourth line under the date line. §Should contain the same information that will be used on the envelope March 12, 2003 Windy Hill Conference Center 123 Apple Tree Lane Windy Hill, VA Dear Manager: Could you please send us literature on the Windy Hill Conference Center? We would appreciate any material that illustrates the center’s facilities and its setting. Please also include a rate schedule. Inside Address

Body 895 North Main Street Bowling Green, OH February 16, 2010 Ms. Maria Reinaldo Customer Relations | Ohio Telephone Company 133 Buckley Street Columbus, OH I received a collection notice from the Ohio Telephone Company | on February 13, The letter states that I owe a past due | balance from the September 16 to October 16 billing period in | The letter also states that my service will be | disconnected unless I act immediately; however, I am now | informing you for the second time that I paid that bill on | January 1st, On January 15th, I received a call from one of your | representatives about this matter, and I immediately told him | that approximately two weeks ago I sent a check to your office | for the due amount of $ Unfortunately, I failed to get | his name. I am irritated that you have not taken care of this | matter since I have the canceled check in my possession, and | I am enclosing a copy of it herewith. | I hope that this will settle the matter once and for all. Sincerely yours, Bill Moritz §Is where you discuss the purpose of the letter §Begins two returns below the salutation §Should be single spaced with two spaces between each paragraph Body

Writing Plan for 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.

Improving Closings for Routine Request Letters Weak: Thanks for any information you provide. Improved: We would appreciate receiving answers to these questions before June 30 so that we will have plenty of time to plan our conference.

Improving Closings for Routine Request Letters Weak: Hoping to hear from you at your earliest convenience. Improved: Please send the video by August 15.

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!

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.

Writing Plan for a 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.

Writing Plan for Granting a Claim §Subject line:Identify previous correspondence (Optional) §Opening: Grant request or announce adjustment immediately. §Body: Provide details about how you are complying with the request. Try to regain the reader’s confidence. Include resale or sales promotion if appropriate. §Closing: End positively with forward- looking thought. Express confidence in future business dealings.

There are various types of letters, we can find as many samples in books and web sites. Good luck with letter writing!