The Business Letter

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 writers name,
address, city, state, zip, and date.
Do not abbreviate in a business letter
It is written slightly to the right of the
center of the paper, about one inch
from the top.
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
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.
Do not abbreviate.
Make sure that the address is the same as
the address on the envelope.
Cindy Jones
1234 Main Street
April 25, 2003
Keystone Automobile Association
2040 Market Street
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
Signature
Printed Name
It is more formal than that of a friendly letter.

It is followed by a colon ~
Cindy Jones
1234 Main Street
April 25, 2003
2040 Market Street
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
Signature
Printed Name
It should be brief and courteous.

It should only mention the purpose of the letter.
The reader should be able to pick out of your letter all that
is needed as quickly as possible.
Cindy Jones
1234 Main Street
April 25, 2003
2040 Market Street
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
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
April 25, 2003
2040 Market Street
Dear Sir or Madam:
your agent.
The first word

should be
capitalized.
Sincerely,
Heading
Inside Address
Salutation
Body
Signature
Printed Name
Signature contains the full name of the writer.

The writers name is usually printed under the signature.
Cindy Jones
1234 Main Street
April 25, 2003
2040 Market Street
Dear Sir or Madam:
your agent.
Always sign your

name and print it
underneath.
Sincerely,
Cindy Jones
Cindy Jones
Business letters are written for the following

reasons:
Order a product
Make a request
Complain about a product or service
Cover 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
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

The Business Letter

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The Business Letter

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What is a Business Letter?

A business letter is:

It is the same as a friendly letter.

Notice that the street, city,

Should begin on the left-hand margin, below the

Notice that this is the address of the

It is more formal than that of a friendly letter.

If you do not know who to

It should be brief and courteous.

Remember this is business, not a social

It is more formal than a friendly letter.

The first word

Signature contains the full name of the writer.

Always sign your

Business letters are written for the following

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