How to Write a Business Letter

What is the purpose of a business letter? Requests/Suggestions Compliments Complaints Rebates/Offers Subscriptions/Cancellations Questions/Comments

The iPhone Nan just came out, and of course, as one who keeps up with technology, you were the first in line at Best Buy to buy it (because who wants to pay and wait for shipping?). Scenario: (arrived July 2016)

Problem: There are major glitches with your new iphone Nan Problem: There are major glitches with your new iphone Nan. Your awesome touch screen freezes every five seconds, the internet connection isn’t compatible with your wireless network at home…and your battery life is non-existent.

What do you do now??

First, you attempt to call Apple’s toll-free customer service number. But we all know… customer service keeps us on hold for 15 minutes straight each time you call.

But…we’ve never written one, Ms. Ragland. Another way to get your frustrations heard is writing a letter – a BUSINESS LETTER. But…we’ve never written one, Ms. Ragland.

Audience – the person you’re writing to Friendly Letter/INFORMAL: Friends Family

Would this be a business letter? Consider Pig’s letter to his girlfriend, Pigita: Would this be a business letter?

Formal vs. Informal:

Remember, you are writing a formal letter to an organization or company. What is TONE? the overall attitude a writer projects toward the reader and the subject matter. How do we create a FORMAL tone? -Sentence structure (& punctuation) -Choice of vocabulary -Neatness …all contribute to a letter's tone.

Compare the following conversations: Vanessa, your BFF since 6th grade, wants to know all about your date with Tommy last night. Vanessa: TELL me all about it!! Me: Okay, like, OMG, he showed up with a dozen roses and took me to this bomb restaurant, and then we went to the skating rink. Vanessa: Shut up!! Me: No, I’m serious!

Grandma: How was your date last night, dear? Now at dinner with your grandparents, they somehow found out about Tommy and want to know all about your date: Grandma: How was your date last night, dear? Me: It was delightful, Grandma. Tommy was a gentleman. Grandpa: Of course he would be – only the best for my granddaughter. Me: Tommy took me to Cheesecake Factory and then we went for a walk on the pier. Grandma: Well, isn’t that sweet!

Business Letters are written in Block Style. Meaning… You don’t indent in a block style business letter.

1. Heading You need your own address. Then, Skip four lines. This part goes in the “heading” section. Underneath your address, put the date. Then, Skip four lines.

Address Then… double space. 2. Inside Put your organization’s address in the “inside address” section. Includes: Person’s name Their position Address Then… double space.

(Greeting) Dear Ms. Moss: Then, Double space. To Whom It May Concern: 3. Salutation (Greeting) Dear Ms. Moss: NOTE-when name is unknown To Whom It May Concern: -or- Ladies & Gentlemen: Then, Double space.

4. Body: The actual letter, in which you state your purpose for writing this letter.

BODY – 1st Paragraph Tell who you are Reason(s) you are writing (in relation to the company – make them understand why they should listen to you) Reason(s) you are writing (complaint, compliment, request information, etc.) This paragraph probably will be 3 sentences long

BODY middle paragraph(s) Tell exactly why you are writing ONE IDEA per paragraph (meaning, if you‘re writing for multiple reasons, you will have multiple paragraphs)

BODY – Last Paragraph Thanks for time & consideration Request to write back/call back Necessary contact information

In the body of your letter, You must double space between each paragraph.

Four spaces after the closing Example closings: Sincerely, Yours truly, Sincerely yours, Best regards, Respectfully, Four spaces after the closing

Your name must be signed in blue or black ink 6. Signature: Your name must be signed in blue or black ink After the signature, type your name. Sean Kosmo

QUICK RECAP

A business letter FACTS… Business letters should be typed Type on front of paper only (include more pages if necessary) Begin typing the heading on the first line of the page 4. Must be typed in block style.

HEADING Begin typing the heading on the first line of the page 4. Must be typed in block style.

Heading 34 Willow Way Lincoln, RI 02865 October 1, 2002

INSIDE ADDRESS 4 spaces (“enter”) after the heading Full name, comma, title of recipient Company name Mailing address

Inside Address 34 Willow Way Lincoln, RI 02865 October 1, 2002 Mr. Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Inside Address

SALUTATION Hit “Enter” twice after the inside address. Type the salutation to the left of the paper Begins with the word “Dear” and is followed by “Mr.” or “Mrs.” and last name. Place a colon (:) after the person’s name.

Salutation 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Salutation Dear Mr. Simpson:

BODY Skip one line after the salutation. DO NOT indent each new paragraph. Double space between paragraphs.

BODY – 1st Paragraph Tell who you are Reason(s) you are writing (in relation to the company – make them understand why they should listen to you) Reason(s) you are writing (complaint, compliment, request information, etc.) This paragraph probably will be 3 sentences long

1st Paragraph 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’ services. I am writing to both you and the Better Business Bureau to complain about your company. 1st Paragraph

BODY remaining paragraphs Thoughts, suggestions, compliments, or complaints about the topic ONE IDEA per paragraph

Middle Paragraphs 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students. By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Middle Paragraphs

BODY – Last Paragraph Thanks for time & consideration Request to write back Necessary contact information

Last Paragraph 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students. By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Last Paragraph Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397.

Closing Skip one line after the body. Capitalize only the first word. Follow with a comma

Closing 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students. By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397. Closing Sincerely,

Signature “RETURN” four times. Type your full name. Between your closing and your typed name, sign your full name, with blue or black ink.

Signature Typed Name Amanda Hugginkiss 34 Willow Way Lincoln, RI 02865 October 1, 2002 Bart Simpson, President Crank Calls, Inc. 1313 Evergreen Terrace Springfield, NJ 07733 Dear Mr. Simpson: I am a victim of your business’s services. I am writing to both you and the Better Business Bureau to complain about your company. I am a teacher who is constantly harassed over the phone by my students, who are using your services. I would like to request that you stop dealing with my students. By using your services, my students are losing the chance to use their minds to come up with their own put-downs, insults, and jokes. I don’t want to be crank-called, but if I must be, I’d prefer my students learn something from it. Thank you for your time and consideration in this matter. I am certain you will see the importance of letting children make their own crank calls. I look forward to hearing your response. In lieu of writing, feel free to call me at 732-855-5397. Sincerely, Signature Amanda Hugginkiss Mrs. Amanda Hugginkiss Typed Name

Once you have revised, edited, and re-drafted your letter several times, you are ready to mail it. 