Business Letters

Objectives

Students are be able to compose:

1. Letter of Inquiry and Reply
2. Letters of Offer and Reply
3. Letters of Order and Reply
4. Letters of Confirmation and Execution of Order
5. Letters of Complaint (Claim Letters)
6. Letters of Apologies, Explanation, and Adjustment
7. Settlement of Accounts
8. Overdue Accounts, Request for Time to Pay.
After participants complete and understand correctly the
subject matter presented, you are able to achieve the
objectives of it. The following
are the indicators of unit 2 are able to :
1. Writing Letters of Inquiry and Reply
2. Writing Letters of Offer and Reply
3. Writing Letters of Order and Reply
4. Writing Letters of Confirmation and Execution of Order
5. Writing Letters of Complaint (Claim Letters)
6. Writing Letters of Apologies, Explanation, and Adjustment
7. Writing Settlement of Accounts
8. writing Collection Letters
Part of Business Letter
The Heading

Consints of company name, fax and phone number and the

address of the sender
Date Line
It is the date when the sender sends a letter
Recipient’s Address

This is the address you are sending your letter to. Be sure to make it
as complete as possible so it gets to its destination. Always include
title names (such as Dr.) if you know them. Be sure to skip a line after
the heading and before the recipient’s address, then skip another
line after the inside address before the greeting.
The Salutation
The salutation (or greeting) in a business letter is always formal. It
often begins with “Dear {Person’s name}.” Once again, be sure to
include the person’s title if you know it (such as Ms., Mrs., Mr., or
Dr). If you’re unsure about the person’s title then just use their first
name. For example, you would use only the person’s first name if the
person you are writing to is “Jordan” and you’re not sure if he or she
is male or female.
The salutation always ends with a colon.
The Body

The body is the meat of your letter. For block and modified block
letter formats, single space and left justify each paragraph. Be sure
to leave a blank line between each paragraph, however, no matter
the format. Be sure to also skip a line between the salutation and
the body, as well as the body and the close.
The Complimentary Close

The complimentary close is a short and polite remark that ends your
letter. The close begins at the same justification as your date and one
line after the last body paragraph. Capitalize the first word of your
closing (Thank you) and leave four lines for a signature between the
close and the sender’s name. A comma should follow the closing.

Example: Sincerely, regards, your truly, and yours sincerely

The Signature Line
Skip at least four lines after the close for your signature, and then type
out the name to be signed. This often includes a middle initial,
although it is not required. Women may put their title before had to
show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
Enclosures
If you have any enclosed documents, such as a resume, you can
indicate this by typing “Enclosures” one line below the listing.
You also may include the name of each document.
Format and Font
Many organizations have their own style for writing a business letter,
but here are some common examples.
Block
The most common layout for a business letter is called a block format.
In this format, the entire letter is justified to the left and single spaced
except for a double space between paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of
the letter and the sender’s and recipient’s addresses are left justified
and single spaced. However, in this format, the date and closing are
tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is
indented instead of left justified.
Font
The standard font for business letters is Times New Roman, size 12. However,
fonts that are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want
from them.
In the subsequent paragraphs, explain the nature of your problem and what they
can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on
your behalf. Also, let them know that you will contact them or that they can
contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it
needs to be.