1. WRITING A BUSINESS LETTER

2. Why? Suggestions/Requests Compliments Complaints Rebates/Offers
Subscriptions/Cancellations
Questions/Comments

3. FORMATTING Business letters should be typed
They should not include a postscript.
All typing begins at the left margin
Write on fronts only; include more pages if necessary.

4. HEADING Begin typing the heading on the first line of the page
Begin at the margin
The heading includes your address and the date.

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

6. INSIDE ADDRESS
Assures that your letter is delivered within the business without an envelope
4 returns after the heading
Honorific and full name, comma, title of recipient
Company name
Mailing address

7. 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

8. SALUTATION Hit “Enter” twice after the inside address.
Type the salutation at the left-hand margin.
Begins with the word “Dear” and is followed by “Mr.” or “Mrs.” and last name.
Place a colon after the person’s name.

9. 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:

10. BODY - Format Skip one line after the salutation.
DO NOT indent each new paragraph.
Double space between paragraphs.
Keep paragraphs short for easy reading.
The body of a business letter has a specific order

11. BODY – 1st Paragraph May only be two sentences long:
Who you are (in relation to the company – make them understand why they should listen to you)
Reason(s) you are writing (complaint, compliment, request information, etc.)

12. 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’s services. I am writing to both you and the Better Business Bureau to complain about your company.
1st Paragraph

13. BODY – Middle Paragraphs
Middle Body Paragraphs: Thoughts, suggestions, compliments, or complaints about the topic – ONE IDEA per paragraph

14. 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

15. BODY – Last Paragraph Last paragraph: Thanks for time & consideration
Request for acknowledgement
Necessary contact information

16. 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

17. Closing Skip one line after the body. Capitalize only the first word.
Follow with a comma
Business letter closing words:
Sincerely, Respectfully, Yours Sincerely,
Yours Truly

18. 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
Closing
Sincerely,

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

20. 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
Sincerely,
Signature
Amanda Hugginkiss
Mrs. Amanda Hugginkiss
Typed Name

21. Be sure to always make a copy for your records!
Once you have revised, edited, and re-drafted your letter several times, you are ready to mail it.
Be sure to always make a copy for your records!

22. Margin Planner My Street Address My City, ST Zip Today’s Date
(Skip 4 Lines)
Their Name
Their Organization
Their Street Address
Their City, ST Zip
(Skip 2 Lines)
Dear Their Name:
Body Paragraph 1 – Address/State Problem
Body Paragraph 2 – Finish Stating Problem and present solution wanted and reasons
Body Paragraph 3 – Sum up problem briefly again and solution wanted
Sincerely,
Print My Name

23. Business Letter Reminder
Write your response to the writing prompt below.
You may not use a dictionary. If you do not know how to spell a word, sound the word out and do the best you can.
You may either print or write in cursive.
Write clearly! Any erasures or strike-throughs should be as clean as possible.

24. Business Letter Writing the Letter
As of January 1, 2012 the Yucaipa-Calimesa J.U.S.D board of trustees has determined that there should be a ban placed on the possession or use of electronic devices on all YCJUSD campuses.
Write a business letter to the YCJUSD board addressing your concerns or support of the new policy.
*Yucaipa-Calimesa Joint Unified School District
12797 Third Street
Yucaipa, CA 92399

25. Checklist for Your Writing
Business Letter
Checklist for Your Writing
The following checklist will help you to do your best work. Make sure you:
Read the description of the task carefully.
Organize your writing with a statement of purpose, body and conclusion.
Use correct business letter format.
Make sure your writing is clear, concise and focused.
Use precise language that is appropriate for your audience and purpose.
Vary your sentences to make your writing interesting to read.
Check for mistakes in grammar, spelling and punctuation, capitalization and sentence formation.