1. Writing a Professional Letter
Beginning Composition

2. A different style of writing
Tone
Must be professional
Avoid slang, cliches, colloquial language, non-academic words, etc.
Avoid sounding too angry
Be bold and honest, but not too aggressive
Structure
Follow the block letter format
This is critical, as readers must know you can follow general guidelines

3. A different style of writing
Syntax
Be mindful of your syntax
Make sure the sentences are easy to read
Diction
Do not use words the audience might not know
You can remain academic and professional without using words that are too complex
This can be offputting for the reader and make you look arrogant

4. What a business letter looks like
This is an example cover letter for a job

5. The Format Sender’s Address Top of letter (left)
One line above the date
No need to write name or title
Only include: street address, city, and zip code
Date
Use the American date format for letters written to an organization or person in the U.S.
July 1, 2017
Skip one to two lines between sender’s address and date

6. The Format 3. Inside Address The recipient of the letter
Extra space or two between date and inside address
Company or person’s name with address
If it is a person, include their title on the next line
Include a personal title:
Mr.--for a male
Mrs.--for a married woman
Miss--for an unmarried woman
Ms.--for a female whose status is unknown or prefers to be addressed as a Ms.
Dr.--for a person who has a doctoral degree

7. The Format
4. Salutation
Skip a line between inside address and salutation
Use the same name as the one on the inside address
Use a colon instead of a comma
If you do not know the person’s gender, use first and last name:
Example--Dear Chris Harmon:
Chris can be a male or female’s name

8. The Format 5. Body Paragraph One: Paragraph Two:
Left justify each paragraph
Single space between each paragraph
Be concise
Paragraph One:
Friendly opening
Statement about the main point (think: purpose of the letter
Paragraph Two:
Justification of the main point
Next paragraph--or two:
Continue justifying with background information and supporting details
Last paragraph:
Restate the purpose and request type of action (if necessary)

9. The Format 6. Closing: Extra space between last paragraph and closing
Use words like:
Thank you, with gratitude, or sincerely followed by a comma
Leave four lines for a signature
Last line of the letter is your name
Other parameters
Font: Times New Roman or Ariel, 12 point
Fit onto one page
1” margins (top, bottom, left, right)