What is a Business Letter?

Definition

Parts

Uses

A business letter is:

- a letter written for formal or professional purposes.

- similar to a friendly letter, except for one extra part.

- should be short, courteous, and to the point.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

It is the same as a friendly letter.

It contains, the writer’s name, address, city, state, zip, and date.

It is written slightly to the right of the center of the paper, about one inch from the top.

Do not abbreviate in a business letter

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003

Notice that the street, city, and state are not abbreviated.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

Should begin on the left-hand margin, below the heading.

Consists of the FULL name and address of the business or organization to which the letter is being sent.

Make sure that the address is the same as the address on the envelope.

Do not abbreviate.

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003

Keystone Automobile Association

2040 Market Street

Philadelphia, Pennsylvania 19103

Notice that this is the address of the company you are writing to. Also see that the street, city, and state are not abbreviated.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

It is more formal than that of a friendly letter.

It is followed by a colon ~ :

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003Keystone Automobile Association

2040 Market Street

Philadelphia, Pennsylvania 19103

Dear Sir or Madam:

If you do not know who to address the letter to, use Dear Sir or Madam. You could also use To Whom It May Concern. Remember use a COLON after the Salutation.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

It should be brief and courteous.

The reader should be able to pick out of your letter all that is needed as quickly as possible.

It should only mention the purpose of the letter.

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003Keystone Automobile Association

2040 Market Street

Philadelphia, Pennsylvania 19103

Dear Sir or Madam:

It is the wish of our principal that a safety squad be organized in the Park School during the coming semester.

Will you kindly send a representative to our classroom to give us the necessary directions. Please let us know the date on which we may expect your agent.

We thank you for your cooperation and prompt attention.

Remember this is business, not a social letter.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

It is more formal than a friendly letter.

It is written under the same margin as the heading.

Consists of a short phrase indicating respect for the person addressed and followed by a comma.

Yours truly, Sincerely,Very truly yours, Respectfully,

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003Keystone Automobile Association

2040 Market Street

Philadelphia, Pennsylvania 19103

Dear Sir or Madam:

It is the wish of our principal that a safety squad be organized in the Park School during the coming semester.

Will you kindly send a representative to our classroom to give us the necessary directions. Please let us know the date on which we may expect your agent.

We thank you for your cooperation and prompt attention.

Sincerely,The first word should be capitalized.

Heading

Inside Address

Salutation

Body

Complimentary Closing

Signature

Printed Name

Signature contains the full name of the writer.

The writer’s name is usually printed under the signature.

Cindy Jones

1234 Main Street

Philadelphia, Pennsylvania 19149

April 25, 2003Keystone Automobile Association

2040 Market Street

Philadelphia, Pennsylvania 19103

Dear Sir or Madam:

It is the wish of our principal that a safety squad be organized in the Park School during the coming semester.

Will you kindly send a representative to our classroom to give us the necessary directions. Please let us know the date on which we may expect your agent.

We thank you for your cooperation and prompt attention.

Sincerely,

Cindy JonesCindy Jones

Always sign your name and print it underneath.

Business letters are written for the following reasons:

Order a productMake a requestComplain about a product or serviceCover letter- request that the writer be considered for a job

YOUR ASSIGNMENT:You will write a business letter to a CD company.

Your letter will be a complaint about a CD that you received in the mail.

When you received it, it was scratched.

You are returning the CD and requesting a refund.

Here is the address:

Music-by-Mail

1728 Maple Ave.

New York City, New York 01587

Do you have your FULL street address, city, and state in the heading? No abbreviations

Did you remember to write the date?

Did you write the inside address? No abbreviations

Is there a colon after your salutation?

Did you indent in the body?

Is your letter short and to the point?

Did you end with a formal closing?

Is your letter signed?

Did you remember to print your name under the signature?

Miss K. Checchia

3040 Cottman Avenue

Philadelphia, Pennsylvania 19149

March 25, 2004

Music-by-Mail

1728 Maple Street

New York City, New York 01587

Dear Sir or Madam:

I have recently ordered and received a CD from your mail catalog. When I received it, I was saddened to notice that the CD had been damaged. I opened the case and found that it was scratched. It will not play in my CD player.

Along with this letter, I am returning the CD. I would like a refund in the amount of the purchase. I thank you in advance for your prompt and courteous service.

Sincerely,

Miss K. Checchia

Miss K. Checchia