The “Basics” of Business Letters

The iPhone 5 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. Scenario:

Problem: There are major glitches with your new iPhone 5 Problem: There are major glitches with your new iPhone 5. Your terrific 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 after an hour of waiting on the phone to talk to a service agent, we would all rather write a couple of five paragraph essays!

A better way to get results: Write a BUSINESS LETTER. (“But…we’ve never written one!”) Help is on the way…

S.A.P.F.: SUBJECT What is the primary focus of your letter? How do you want the audience to respond?

S.A.P.F. : Audience To whom are you writing? How will you “dress” your voice? What tone will you use? Can a tone be both friendly and formal?

Consider Pig’s letter to his girlfriend, Pigita:

Remember, you are writing a formal letter to your organization. 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, formality and specificity of vocabulary, and 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, oh my goodness, he showed up with a dozen roses and took me to this bomb restaurant, and we totally hung out at the pier. Vanessa: Shut up!! Me: Serious!

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!

Your request/proposal should follow the statement of the problem. S.A.P.F. : Purpose Why are you writing this letter? Your request/proposal should follow the statement of the problem.

S.A.P.F.: FORM the business letter Business letters require: Inside/outside addresses Date Formal heading (“Dear ___: ) Block format of paragraphs Intro and conclusion paragraphs Signature line

Business Letter is in “Block Style” (no indents) (Notice that you don’t indent at all in a block style business letter!)

Margins: the space around your letter should be 1 inch all the way around. When typing: Go to “File.” Scroll down to “Page Set-Up” On the “Margins” Tab, Put “1-Inch” for the top, bottom, left, and right margins.

This part goes in the “heading” section. Your address is first in order. This part goes in the “heading” section. Underneath your address, put the date. quadruple space (skip four lines)

in the “inside address” section. Double space (skip 1 line) INSIDE ADDRESS: the recipient’s (organization’s) address in the “inside address” section. Double space (skip 1 line)

(name of whomever is the head of the organization) Salutation/Greeting Dear Mr. ___ : (name of whomever is the head of the organization) Use “To Whom it May Concern:” or “Ladies and Gentlemen:” when name is unknown Double space (skip 1 line)

State your purpose for writing this letter. State problem or concern. Body Paragraph 1: Introduce yourself. State your purpose for writing this letter. State problem or concern.

Body Paragraphs 2-4: Propose solutions to problem and state reasons your proposed solutions would be in recipient’s best interest.

Body Paragraph conclusion: Summarize solution and why it would be mutually beneficial. Thank recipient for considering and responding to request.

You may or may not have more than one paragraph, (depending on requirements). Between each paragraph, be sure to double space (skip 1 line).

Closing: “Sincerely Yours,” Four spaces after the closing Signature goes between the closing and your name.

Business Letter Assignment: Think of a request you have for Mr. Paulson regarding a change you would make to AIMS Advisory classes (schedule, materials, etc.). Come up with three ways your request would help students achieve higher scores on the AIMS Reading and Writing. Complete a 4-5 paragraph business letter to Mr. Paulson asking him to consider your request and stating the reasons it would be beneficial to students on AIMS.