How to write a business letter

Why write a business letter? Sometimes you may want to order a product by mail, complain about something you ordered, or request certain information. In each of these situations, you would need to write or type a business letter.

Two forms of business letters: BLOCK FORM Only used when you type a letter. Begin every part of the letter at the left margin~Do not indent Leave two lines of space between paragraphs

Two forms of business letters: MODIFIED BLOCK Used for handwritten or typewritten letters Arranged in the exact same way that you would lay out a friendly letter.

6 parts of a business letter HEADING Consists of three lines: two for your address and one for the date. Do not use any abbreviations in the heading Prospect Street New York, New York March 15, 2007

6 parts of a business letter INSIDE ADDRESS Name and address of the company to which you are writing. It belongs below the heading and above the salutation. Begins at left margin. Mr. Billy Jackson, Sr. Appalachian Mountain Club 5 Joy Street Boston, Massachusetts 02106

6 parts of a business letter SALUTATION This is the greeting. Usually beginning with Dear, it is written on the second line below the inside address. It starts at the left margin of the page and is followed by a comma. Dear Mr. Ortega, If you are writing to a specific person, use Dear Mr., or Ms. Before the person’s name. At other times, use a general greeting such as, Dear Sir or Madam: Or To Whom It May Concern:

6 parts of a business letter BODY This is the main part of the letter, where you say what you’d like to say. It begins on the second line following the salutation. First word of the body and each new paragraph should be left justified. There should be two lines between each paragraph.

6 parts of a business letter CLOSING Your way of saying “goodbye.” For the more formal closing, write Sincerely or Yours truly followed by a comma. If your letter is typed, leave four lines of space between the closing and your typed signature. The first word of the closing should line up with the first words of the heading. (Handwritten or Typed) Sincerely,

6 parts of a business letter SIGNATURE Last part of your letter Sign your signature in the space provided between the closing and your typed signature. Use blue or black pen

How to write a business letter Whether you write or type your business letter, use the correct form. Make your letter as polite, specific, and neat as you can. Do not use contractions ( don’t= do not, can’t= cannot, I’m= I am )