Business Letter

The Salutation

 Use "To Whom It May Concern," if

What is a Business Letter?
A business letter is a formal document
often sent from one company to
another or from a company to its clients,
employees, and stakeholders, for
example. Business letters are used for
professional correspondence between
individuals, as well.
What to include…
 Information of the sender/writer
 The Date
 Information of the
receiver/reader
 Salutation
 The Body
 Closing
 Your Signature
Your Contact Information
 Your Name
 Your Job Title
 Your Company
 Your Address
 City, State Zip Code
 Your Phone Number
 Your Email Address
The Date
 The date you're penning the
correspondence
Recipient’s Contact Information
 Their Name
 Their Title
 Their Company
 The Company’s Address
 City, State Zip Code
you’re unsure specifically whom
you’re addressing.
 Use the formal salutation “Dear
Mr./Ms./Dr. [Last Name],” if you
do not know the recipient.
 Use “Dear [First Name],” only if
you have an informal relationship
with the recipient.
The Body
 Use single-spaced lines with an
added space between each
paragraph, after the salutation,
and above the closing.
 Left justify your letter (against the
left margin).
Closing Salutation
 Keep your closing paragraph to
two sentences. Simply reiterate
your reason for writing and thank
the reader for considering your
request. Some good options for
your closing include:
 Respectfully yours
 Yours sincerely
 Cordially
 Respectfully
If your letter is less formal, consider
using:
 All the best
 Best
 Thank you
 Regards
Your Signature
 Write your signature just beneath
your closing and leave four single
spaces between your closing and
your typed full name, title, phone
 number, email address, and any
Format of a Business Letter
other contact information you
want to include. Use the format Block Form and Indented Form
below: Formats
 Your handwritten signature
 Typed full name This is a more formal type of business
Title letter: no indentations and everything is
on the left.

Modified Block Formatting

There are still no indentations, but

everything doesn’t line up on the left. It’s
just a bit less formal.

7 Characteristics of
Effective Business Letters

1. It omits needless words.

2. It omits useless humor.

3. It focuses on “you” (the reader) and

not you (the writer).

4. It is addressed to a real person.

5. It has the appropriate tone.

6. If and when necessary, it asks for the

order.

7. It provides your contact information.

Semi-block Formatting

This is pretty much a block format, but

the paragraphs have indentations. If
you’re debating whether to use block or
modified block format (or simply hate
looking at paragraphs without
indentations), semi-block is a nice
compromise.

2. FUNCTIONAL RESUME FORMAT

 Contact Information
 Qualifications
 Skills
 Additional Sections
 Professional Experience
 Education

Three Common Resume Formats

1. Chronological: Classic format that lists

your work experience in order, starting
with the most recent.

2. Functional: Emphasizes qualifications

and accomplishments instead of
specific jobs, but isn’t recommended.

3. Hybrid: Modern format where skills and

highlights go at the top before a
detailed work history.

1. CHRONOLOGICAL RESUME FORMAT

 Contact Information
 Work Experience
 Education:
3. HYBRID RESUME FORMAT
 Contact information
 Summary Statement
 Skills
 Professional Experience
Application Letter Format
 Contact Information
Name
Address
City, State Zip Code
Phone Number
Email Address
 Date
 Employer Contact Information (if
you have it)
Name
Title
Company
Address
City, State Zip Code
 Salutation
Dear Mr./Ms. Last Name, (leave
out if you don't have a contact)
 Body of Application Letter
The body of your application
letter lets the employer know
what position you are applying
for, why the employer should
select you for an interview, and
how you will follow up. See
below for a paragraph-by-
paragraph breakdown of the
body of the letter.
 First Paragraph
The first paragraph of your letter
should include information on
why you are writing. Mention the
job you are applying for and
where you found the job listing.
Include the name of a mutual
contact, if you have one. You
might conclude by briefly and
concisely saying why you think
you are an ideal candidate for
the job.
 Middle Paragraph(s)
The next section of your
application letter should describe
what you have to offer the
employer. It can be a single
paragraph, or you can break it
up into a couple of paragraphs. If
the section gets lengthy, you may
use bullet points to break up the
text. Remember, you are
interpreting your resume, not
repeating it.
 Final Paragraph
Conclude your application
letter by thanking the employer
for considering you for the
position. Include information on
how you will follow up.
 Complimentary Close (examples)
Sincerely,
Signature (for a hard copy letter)
Typed Signature
Email Letter

MEMOORANDUM