How to Write Business Letters Technical Writing Lesson 3

Letters withPower

How to Write Business Letters

Technical Writing Lesson 3

“To fail to plan is to plan to fail.”

Organization

Most of your letters should consist of 3

paragraphs.

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

The “One Page Rule”

Always try to say what you have to say on a single sheet.

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.

Paragraphs Sentences &

Clauses

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

A group of one or more clauses dealing with a single subject.

Begins with a capital letter and ends with a period.

What is a Sentence?

A group of related words that includes:–An action –The person or thing responsible for the action

What is a Clause?

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.

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

Types of LettersLetter of requestLetter of thanksLetter of applicationLetter of complaintLetter of acceptance/refusal

Letter of resignation

Letter of RequestParagraph 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

Letter of ThanksParagraph 1: Expresses thanks for kind/gracious help.

Paragraph 2: Provides information as to what resulted from the service

Paragraph 3: Expresses appreciation again.

Letter of ApplicationParagraph 1: Explains why you’re writing – for what position, etc.

Paragraph 2: Provides information about your qualifications

Paragraph 3: Requests feedback or an interview

Resignation Letters

Quitting with Class

or

Resignation Letters

Discuss your resignation with your supervisor first

Follow up with the letter

You must remember to:

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

The Letter Should:

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

Letters with Power!

How to Write Business Letters

Technical Writing Lesson 3