When Do You Write a Business Letter?
When a permanent record is required When formality is necessary When the message is necessary
Types of Business Letters:
1. Requests2. Replies3. Goodwill messages.
Characteristics of Good Letters:
Clear Content – Short sentences, transitional expressions, and familiar words.
Goodwill Tone – Points out reader benefits.
Correct Form – Sends silent but positive message.
Block Style: The dateline, inside address, and body are set
flushed left.
The letter is centered on the page.
Margins: 2.5 to 4 cm
Do not justify right margins.
Single spaced paragraphs; Double space between paragraphs.
Modified Block Style: Body: Left-justified and single-spaced The date and closing are in alignment in the
center of the page.
Semi Block Style:
Each paragraph is indented instead of left justified.
Routine Letters: Guffey’s 3x3 Writing Process
Phase 1: Analysis, Anticipation, Adaption
Determine purpose, anticipate reaction, visualize audience.
Phase 2: Research, Organization, CompositionCollect information and organize possible points.
Phase 3: Revision, Proofreading, EvaluationRevise for clarity correctness, and effectiveness.
Routine Letters: Request
Request for Information or Action
Opening: State the main idea. Body: Explain and justify the requestClosing: Request action, avoid overused endingsShow appreciation by maintaining a courteous
tone.
Routine Letters: Request
Order Letters
Opening: Authorize the purchase. Body: Specifies items or services, quantities,
dates, prices, and payment method. If you are ordering many items, list them vertically.Closing: Tell how you plan to pay.
Routine Letters: Request
Direct Claims
Opening: State purpose of requestPresent a clear statement of the problem Body: Explain objectively with specifies of claim.Closing: Request for action Include an end date if applicable.
Routine Letters: Direct Replies Complying with Requests
Opening: Frontload with main idea Body: Arrange information logically Closing: End with a cordial, personalized
statement.Tell the reader how to proceed.
Routine Letters: Direct Replies Letters of Recommendation
Opening: Identify information of the candidateBody: Include supporting statements with details. Closing: Make an overall ranking of the candidate.Provide a telephone number for more information
Routine Letters: Direct Replies Granting Claims and Making Adjustments
Opening: Comply with the customer’s claim. Body: Win back the customer’s confidence. If you do apologize, do it briefly. Closing: Be positive and complement writer.
Goodwill Messages
General Guidelines (The five S’s)BE .. Selfless, Specific, Sincere,
Spontaneous, and keep the message Short.
Answering Congratulatory MessagesSend a brief note expressing your
appreciationAccept praise gracefully i
Goodwill Messages
Giving Thanks
Gift thank you: Identify the gift and relate to it. Favor thank you: Be sincere, express the
actual value of the favorHospitality thank you: Offer praise by
complementing.
Goodwill Messages
Extending Sympathy
Loss or tragedy: Refer directly but sensitively
Deaths: praise the deceasedOffer assistance by suggesting your
availability.