WRITING LETTERS;

WRITING MEMOS AND

WRITING SHORT AND
LONG REPORTS
Presented By:

RONIE E. SUGAROL, LCB

MPBM-BA 1
 Letter Writing
The exchange of written or printed communications.

Distinctions are commonly drawn between personal

letters ( sent between family members, friends, or
acquaintances) and business letters (formal exchanges with
businesses or government organizations).

Letter writing occurs in many forms and formats, including

notes, letters and postcards. Sometimes referred to as hard
copy or snail mail, letter is open distinguished from forms of
computer –mediated communication, such as email and
texting.
Thomas Mallon (Yours Ever: People and Their Letters
– 2009) identifies some of the subgenres of the letter,
including:
- Christmas card
- chain letter
- mash note
- bread-and-butter letter
- ransom note
- begging letter
- dunning letter
- the letter of recommendation
-the unsent letter
- the Valentine
- War-zone dispatch
 The Importance of Different Kinds of
Business Letters

A professional must be able to write different

types of business letters.
Knowing how to write a proper business letter
is an important skill for any professional to
develop. While the basic format of business
letters remains the same, different kinds of
letters may require a different tone and style
of writing to best communicate your needs to
the recipient.
1. Types
 The resume cover letter is a common type of business
letter, and is similar to the letter of introduction in that
it serves to introduce the writer to the employer. A
generic letter of introduction may also be used to
introduce an entire company or a product. An
application letter for a job, scholarship or contest is a
marketing letter in which the writer attempts to "sell"
his skills and abilities. A letter of request is used when
the writer must ask for something, and a letter of
recommendation is written when the writer wishes to
recommend a former student or employer for a
position. After an interview, sending a thank-you letter
or follow-up letter to an employer may be appropriate.
2. Etiquette
 Understanding the purpose of the different kinds
of business letters is vital if the writer is to follow
proper etiquette when writing one. For example, a
resume cover letter should be fairly thorough,
wherein the writer details exactly why he is the
ideal candidate for the position. But after the
interview, any thank-you or follow-up letter
should be brief out of respect for the employers'
time.
3. Style
 Generally, the tone of a business letter is
persuasive, as the writer is nearly always
attempting to convince the recipient of
something such as granting an interview,
purchasing a product, recommending someone
for a position or requesting help. To be
successfully persuasive, the writer must know
precisely what type of letter he is writing and
what the intent is. Every sentence should be
written with a focus on that intent.
4. Content
 According to the University of North Carolina, a
writer should assume the reader "has limited time
in which to read it and is likely to skim." Therefore,
knowing the intent and type of your letter is just
as important for content as it is for style. For
example, a letter of request for a loan must
include a figure and a timeline; the recipient
should know at a glance how much the writer is
requesting, and by what date they need it. An
application letter must include content that
proves the writer thoroughly researched the
position in question and possesses the necessary
skills or requirements to fulfill that position.
The Qualities of Effective Business Letters

Well-composed letters are critical to realizing

business goals.
Effective business letters are an important
tool in the arsenal of every businessperson.
Whether intended to sell a product or
service, or simply to introduce the writer
himself, an effective business letter must
have a few basic characteristics to get a
reader to respond favorably. The letter
must call the recipient to action and
convince him to do what the writer desires.
All effective business letters have certain
qualities in common.
1. Complete Information
 An effective business letter has all of the
information a reader needs to act appropriately. The
letter states clearly who the letter is from and where
and how to respond. It states what the letter is
about, when action needs to be taken, where that
action should be taken and why action should be
taken now. The business letter is full of information
and leaves nothing out. It has a clear call to action
and tells the recipient how to perform that action.
2. Brevity
The effective business letter is not flowery or
ornate. It is spare and to the point. There are
no wasted words. The language is concise in
its delivery so that the reader is left with only
the information needed. A business letter is
not a place to show off big words or poetry.
Effective business letters are short and to the
point.
3. Benefits, Not Features
 Effective business letters focus on the benefits for the
recipient, not the features of the product or
information. It answers the question for the reader:
"What's in it for me?" A business letter takes into
consideration the time constraints put on the reader
and the needs that reader is bringing to the table. It
caters to them, making it easy for the reader to take
the desired action. Business letters focus on how the
letter writer can help the reader, not why the reader
should help the writer.
4. Specificity
 Use specific language when writing business letters.
Tell readers exactly what they can expect from
products, services or businesses. Do not use vague
language that may leave them guessing. Use
examples, if necessary, to further clarify language to
make the business letter clear to the reader. If a
promise is made in a letter, be sure that the business
can back it up. Also, use action verbs instead of
passive verbs to give your sentences strength.
5.Clarity
 Avoid using jargon unless absolutely necessary in an
effort to communicate clearly. It is important to
clarify exactly what the letter is offering and what the
letter is asking the reader to do. If not, the reader may
not take the action requested, and the letter will not
be effective. Use clear, strong language to emphasize
what the reader should do after reading the business
letter. Short sentences with strong, actionable verbs
are recommended to encourage the reader to act.
6. Correctness
 From the formatting of the letter to the appropriateness
of the receiver, a business letter must hit many correct
notes to be effective. Be sure that it is sent to the correct
person, in the correct department, at the correct
company. Be sure that the letter is going to the correct
person to take the action that the letter asks him to take.
Read over the letter and judge whether or not the
language is correct for the person you are sending it to --
neither too formal nor informal. When ready to send it
out, double check the formatting one last time for errors.
Characteristics of the Parts of a Business Letter

The parts of a business letter include the

date, sender's address, recipient's address,
salutation, body, closing, signature line and
any enclosures. Every part is strategically
placed on a business letter with strict
guidelines and different layouts.
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address
(space)
Date
(space)
Contact Information
Name
Title
Company
Address
City, State, Zip Code
(space)
Salutation
(space)
Dear Mr./Ms. Last Name:
(space)
Body of Business Letter
The first paragraph of your business letter should provide an introduction to why you are writing.
(space between paragraphs)
Then, in the following paragraphs provide more information and details about your request.
(space between paragraphs)
The final paragraph should reiterate the reason you are writing and thank the reader for reviewing your request.
Closing:
(space)
Respectfully yours,
(double space)
Signature:
Handwritten Signature (for a mailed letter)
(double space)
Typed Signature