1. How to Write Business Letters Technical Writing Lesson 3
Letters with Power
How to Write Business Letters
Technical Writing
Lesson 3

2. “To fail to plan is to plan to fail.”

3. Most of your letters should consist of 3 paragraphs.
Organization
Most of your letters should consist of 3 paragraphs.

4. Paragraph 1: Sets the scene; what you are writing about, and why
Paragraph 2: Provides the details, background, explanation
Paragraph 3: Says what you expect to happen next, when and how - requests feedback

5. The “One Page Rule”
Always try to say what you have to say on a single sheet.

6. Hints for The “One Page Rule”
Avoid clichés.
Cut out redundancy.
Follow the 3-step pattern of letter organization.
Use bulleted lists to present information clearly and concisely.

7. Paragraphs Sentences & Clauses

8. What is a paragraph?
A paragraph is a group of one or more sentences dealing with a single topic.

9. What is a Sentence?
A group of one or more clauses dealing with a single subject.
Begins with a capital letter and ends with a period.

10. What is a Clause? A group of related words that includes: An action
The person or thing responsible for the action

11. Hints on Paragraphs
One sentence paragraphs are acceptable style as long as you include all the essential information.
Short is good.
State the topic in the first sentence of each paragraph to let the reader know what to expect.

12. Hints on Sentences
Keep sentences short--maximum three clauses. A two-clause sentence averages 12 words.
8-12 word sentence is ideal
Beware of over-punctuating:
Fewer clauses = fewer commas
Make sure every sentence has a verb

13. Types of Letters Letter of request Letter of thanks
Letter of application
Letter of complaint
Letter of acceptance/refusal
Letter of resignation

14. Letter of Request
Paragraph 1: Provides the background for what the writer is trying to do.
Paragraph2: Expresses what writer is requesting.
Paragraph 3: Presents the call to action -- what to do and when

15. Letter of Thanks Paragraph 1: Expresses thanks for kind/gracious help.
Paragraph 2: Provides information as to what resulted from the service
Paragraph 3: Expresses appreciation again.

16. Letter of Application
Paragraph 1: Explains why you’re writing – for what position, etc.
Paragraph 2: Provides information about your qualifications
Paragraph 3: Requests feedback or an interview

17. Resignation Letters or
Quitting with Class

18. Resignation Letters You must remember to:
Discuss your resignation with your supervisor first
Follow up with the letter

19. The Letter Should:
Be friendly in tone and tactful, regardless of your reason for leaving
Try to use the “good news,bad news, good news plan” if at all possible

20. Letter of Resignation
Paragraph 1: (Good news) Thanks for the opportunity to work there and for what you’ve learned. Use specifics.
Paragraph 2: (Bad news) State intent to resign and reasons why you’re leaving
Paragraph 3: (Good news) Thanks again for what you take with you

21. How to Write Business Letters Technical Writing Lesson 3
Letters with Power!
How to Write Business Letters
Technical Writing
Lesson 3