Business Letters

COMPOSING A BUSINESS LETTER

Major Parts of a Letter :

REVIEW
Letterhead if the letter is from a business.
2. Return Address the address of the person writing the
letter.
3. Dateline complete and current date.
4. Letter Address/Inside Address the address of the
person receiving the letter.
5. Salutation the greeting of the letter.
6. Body the message of the letter.
7. Closing the ending of the letter.
8. Handwritten Signature the author signs the letter after it
has been printed.
9. Keyed Name the authors typed name.
10. Additional Info initials of the typist; enclosures
11. .
1.

What are acceptable formats for a

Business Letter?

BLOCK

All parts are Left Justified to the margin

MODIFIED BLOCK

All parts Left aligned

Heading, Close, Signature at tab position 3.25
Indentation choose either

No paragraph indentation
All paragraphs first line indent .5

Example: Block
Software
Connections
1551 Riverwalk Pensacola, FL 32507

(904) 555-4422

November 3, 2009

Mrs. Edith Neal

Pensacola High School
719 Vista Boulevard
Pensacola, FL 32501
Dear Mrs. Neal:
Are you and your business students in a midyear slump? Do your classes need energizing?
Software Connection has the solution to your problem.
On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for
local schools. Students will have an opportunity for hands-on experience with the latest business
software. Professional programmers will be available to answer technical and career questions.
Drawings for free software will be held every hourand a free lunch will be served to all
seminar guests.
Make plans now to attend. Simply indicate on the enclosed postage-free card how many students
you will be bringing, and mail it by November 6. We will do the rest!
Sincerely,

Erin Higgins
President
sls
Enclosure

Example: Modified Block

Software
Connections
1551 Riverwalk Pensacola, FL 32507

(904) 555-4422

November 3, 2009

Mrs. Edith Neal

Pensacola High School
719 Vista Boulevard
Pensacola, FL 32501
Dear Mrs. Neal
Are you and your business students in a midyear slump? Do your classes need energizing?
Software Connection has the solution to your problem.
On Friday, November 20, Software Connection is sponsoring a Soft-A-Wareness seminar for
local schools. Students will have an opportunity for hands-on experience with the latest business
software. Professional programmers will be available to answer technical and career questions.
Drawings for free software will be held every hourand a free lunch will be served to all
seminar guests.
Make plans now to attend. Simply indicate on the enclosed postage-free card how many students
you will be bringing, and mail it by November 6. We will do the rest!
Sincerely

Erin Higgins
President
sls
Enclosure

Fonts
readability

generally accepted font is Times New Roman,

size 12

fonts such as Arial may be used

consider your audience!

SPOT THE ERRORS

PRACTICE : Choose a scenario

Two months ago, you ordered a one-year subscription to a

magazine and enclosed a check for $24.00. You have received
no response and no magazines. The check has not cleared the
bank. Write a letter to the magazine explaining the problem and
stating what action you would like the magazine to take. You also
plan to ENCLOSE a copy of the check.
You have received an overdue notice from the library regarding a
book that you know you returned. Write a letter explaining the
error and explain the circumstances that support that you
returned the book. You also plan to ENCLOSE a receipt you have
for parking at the library the day it was due.
Write a thank you letter to a potential employer, as a follow-up for
a job interview you had. Thank the interviewer for the interview
and express your interest in the position opening. You also play
to ENCLOSE a copy of you resume.
Write a cover letter for a scholarship application. Include
information about yourself, how you will use the scholarship, and
your appreciation for the opportunity to apply. You also plan to
ENCLOSE a copy of your resume.

PRACTICE : Rubric
IDEAS
RESPONSE TO PROMPT
FORMAT
MECHANICS (spelling, grammar,

etc.)

Business
Letter in
Block Style
(remember that
you dont indent at
all in a block style
business letter)

1. Margins: the
space around your
letter.
1. Go to File.

2. Scroll down to
Page Set-Up
3. On the
Margins Tab,
Put 1-Inch for
the top, bottom,
left, and right
margins.

2. You need
your own
address.
This part goes in
the heading
section.
Underneath
your address,
put the date.

Skip four lines.

3. Put your
organizations
address in the
inside
address
section.

Double space.

4. Salutation/Greeting
Dear Ms. Smith
(or whoever is
the head of your
organization)
Use an alternative
when name is
unknown
Double space.

5. Body: State
your purpose
for writing this
letter. Be
formal and
polite.

You may or may

not have more
than one
paragraph. If you
do, between each
paragraph, be
sure to double
space.

6. Closing
Four spaces
after the closing
Then your name. In
between the closing
and your name, that is
where you would sign
your name.