LETTER WRITING

BUSINESS LETTERS
COMMERCIAL CORRESPONDENCE
 Commercial correspondence is the correspondence you
share with another party during the course of or in
continuation of a business transaction. It is a very
important part of business, primarily because it is a form
of written documentation.
It gives statement of intent.
COMMERCIAL CORRESPONDENCE
 Commercial correspondence is not only important to
business, it is a critical aspect of business.
 Commercial correspondence acts as a reference point
for any queries
 There can be different kinds of commercial
correspondence - a requirement document, a courtesy
letter, a complaint letter, etc.
USES OF A BUSINESS LETTER
 A business letter is a formal way of communication between
two or more parties.
 Business letters can be informational, persuasive, motivational,
or promotional.

 A business letter can…

 tell an employer why you want the job.
 tell a company that you don’t like their service.
 ask someone for information.
 tell someone in government what you think.
THE IMPORTANCE OF LETTERS
1. Letters represent your company’s public image and
your competence
2. Letters are more personal than a report, yet more
formal than memos or e-mail
3. Letters constitute an official legal record of an
agreement
4. Letters provide a wide range of corporate information
ELEMENTS OF A GOOD LETTER

 The most important element of writing a good letter is

your ability to identify and write to your audience.
 If you are addressing your letter to the department of
human resources, avoid using highly technical terms
that only engineers would understand, even if your letter
is addressed to an engineering company, chances are that
the personnel in human resources does not have an
engineering background.
ELEMENTS OF A GOOD LETTER
 The next element is that you make sure your present
your objective in a clear and concise manner. Don't be
vague about your objective.

 Another important element to remember is to remain

professional. Even if you are writing a complaint letter,
remain polite and courteous, simply state the problem(s)
along with any other relevant information and be sure to
avoid threats and slander.
LETTER FORMATS
 Full-block format
 All text flush left, spaces between paragraphs

 Semi-block/Modified format
 The writer’s address, date, complementary close, and
signature to the right side of the letter
 The date aligns with the complementary close
 Notations of enclosures flush left below signature
PARTS OF A LETTER
 Address
 Date line
 Inside address

 Salutation

 Subject line (optional)

 Text of the letter (body)

 Complementary close

 Signature

 Enclosure(s) line
WRITING A BUSINESS
LETTER
HOW DOES A BUSINESS LETTER LOOK?
 A business letter is a
special kind of letter.

 There is a correct order

for each part of the
letter.
 BUSINESS LETTER FORMAT
Mohammed Ali
924 First Avenue North
St. Louis, MO 57844

Your name and

address are the first
thing on a business
letter.
 Business Letter Format
Mohammed Ali
924 First Avenue North
St. Louis, MO 57844
Make two empty lines.

April 1, 2004

Then type the date.

 Business Letter Format
Mohammed Ali
924 First Avenue North
St. Louis, New York Make two empty
lines.
April 1, 2004

Jessica Brown Type the name, title,

Technology Instructor company, and address
Hmong American Partnership of the person you are
430 North Dale Street sending the letter to.
New York
 Business Letter Format
April 1, 2004
Make one empty
line.
Jessica Brown
Technology Instructor
Hmong American Partnership Type the greeting.
430 North Dale Street
St. Paul, MN 55103
Use titles such as Dr.
Mr. or Ms. If you don’t
Dear Ms. Brown, know the name of the
person you can type
To Whom it May
Concern:
 Business Letter Format
April 1, 2004

Make one empty

Jessica Simpson
line.
Technology Instructor
Hmong American Partnership
430 North Dale Street
Type the body of
St. Paul, MN 55103
the letter. This is
Dear Ms. Brown,
where you give
information, ask
I am writing to request………..
questions, or tell the
person what you
think.
 Business Letter Format

Dear Ms. Brown,

I am writing to request information about

your computer class, Training For
Employable Computer Skills. Specifically,
I would like to know when the class meets,
what topics are covered, and how I can
register for the class. Thank you for your Make one empty line.
time. I look forward to hearing from you
soon.

Sincerely, Type the closing.

 Business Letter Format

Dear Ms. Brown,

I am writing to request information about

your computer class, Training For
Employable Computer Skills. Specifically,
I would like to know when the class meets,
what topics are covered, and how I can
register for the class. Thank you for your
time. I look forward to hearing from you
soon.
Make 4 empty lines.
Sincerely,

Type your name.

Mohammed Ali
 Business Letter Format

Dear Ms. Brown,

I am writing to request information about

your computer class, Training For
Employable Computer Skills. Specifically,
I would like to know when the class meets,
what topics are covered, and how I can
register for the class. Thank you for your
time. I look forward to hearing from you
soon.
When you print your
Sincerely, letter you will sign
right here.

Mohammed Ali
 SPACING
Now you are ready to type a
business letter. Don’t forget Mohammed Ali
about the spacing. 924 First Avenue North
St. Louis, MO 57844

2 lines
April 1, 2004

2 lines
Jessica Brown
Technology Instructor
Hmong American Partnership
430 North Dale Street
St. Paul, MN 55103
1 line
Dear Ms. Brown,
1 line
I am writing to request information about your computer class, Training For
Employable Computer Skills. Specifically, I would like to know when the
class meets, what topics are covered, and how I can register for the class.
Thank you for your time. I look forward to hearing from you soon.
1 line Yours Sincerely,

4 lines Mohammed Ali

FRIENDLY LETTERS
PURPOSE OF FRIENDLY LETTER
 A friendly letter is a way of communication between two
people (sometimes more) who are usually well
acquainted. There are many uses and reasons for writing
a friendly letter, but usually friendly letters will consist
of topics on a personal level. Friendly letters can either
be printed or hand-written.
FRIENDLY LETTER WRITING
 The friendly letter is typically less formal than that of a
business letter. Usually the first paragraph of the body
will consist of an introduction which will give the
recipient an idea about you're writing to them with a
short summary of the main topic of your letter. If you
don't know the person you are writing to, you may want
to introduce yourself in this introductory paragraph as
well.
FRIENDLY LETTER WRITING
 The next few paragraphs will usually consist of the
message you want to get across along with any details
you may want to convey.
 The last paragraph will usually be the conclusion where
you wrap everything up. You can sum up your main idea
in this paragraph, thank the recipient for their time, wish
the recipient well, and/or ask any questions.
 Since friendly letters are less formal, you can feel free to
write it however you like, but the above format is fairly
common.
PARTS OF A FRIENDLY LETTER

 A friendly letter has five parts

 The Heading
  The Salutation (greeting)
  The Body 
 The Closing
 The Signature What are the parts of a friendly
letter?

heading greeting body closing signature

PARTS OF A FRIENDLY LETTER
 1. The Heading. This includes the address, line by line,
with the last line giving date. Skip a line after the
heading. The heading is indented to the right side of the
page. If using preaddressed stationery, add just the date.
 2. The Greeting. The greeting always ends with a
comma. The greeting may be formal, beginning with the
word "dear" and using the person's given name or
relationship, or it may be informal if appropriate
Formal: Dear Uncle Jim, Dear Mr. Wilkins,
Informal: Hi Joe, Greetings,
PARTS OF A FRIENDLY LETTER
 3. The body. Also known as the main text. This includes
the message you want to write. Normally in a friendly
letter, the beginning of paragraphs is indented. If not
indented, be sure to skip a space between paragraphs.
Skip a line after the greeting and before the close.
 4. The complimentary close. This short expression is
always a few words on a single line. It ends in a comma.
It should be indented to the same column as the heading.
Skip one to three spaces (two is usual) for the signature
line
PARTS OF A FRIENDLY LETTER
 5. The signature line. Type or print your name. The
handwritten signature goes above this line and below the
close. The signature line and the handwritten signature
are indented to the same column as the close. The
signature should be written in blue or black ink. If the
letter is quite informal, you may omit the signature line
as long as you sign the letter.
 Postscript (optional). If your letter contains a postscript,
begin it with P.S. and write the message. Skip a line after
the signature line to begin the postscript (P.S. will be
written on the left side of the page).
 THE HEADING
 Theheading can include your
address and the date.  In
casual, friendly letters your
address is not necessary. 508 Rehmat, Street
Jail Road, Lahore
January 5, 2004

Heading
THE SALUTATION
(GREETING)
 Dear_________.  The blank is for the
name of the person you are writing. 
After you write the person's name you 508 Rehmat, Street

put a comma ( , ) . Jail Road, Lahore

January 5, 2004

Dear Sameer,

Greeting
THE BODY
 The body of the letter is the
information you are writing in your
letter. 508 Rehmat, Street
Jail Road, Lahore
January 5, 2004

Dear Sameer,

I hope you will be able to come and visit next

month. We are planning a special visit to the
museum. My mom will call your mom later
this week to make all arrangements. Be sure
to bring your swimsuit when you come!
We’re planning an afternoon trip to the lake.

Body
 THE CLOSING
 The Closing:  In the closing the
first word is capitalized and you
put a comma after the last word.  
508 Rehmat, Street
Some examples of closings Jail Road, Lahore
January 5, 2004
are: Sincerely, Your friend, Love,
Dear Susan,
Very truly yours,
I hope you will be able to come and visit next
month. We are planning a special visit to the
museum. My mom will call your mom later
this week to make all arrangements. Be sure
to bring your swimsuit when you come!
We’re planning an afternoon trip to the lake.

Your friend,

sing
 YOUR SIGNATURE
 This is your name. It
goes under the closing. 508 Rehmat, Street
Jail Road, Lahore
January 5, 2004

Dear Sameer,

ure I hope you will be able to come and visit next

month. We are planning a special visit to the
museum. My mom will call your mom later
this week to make all arrangements. Be sure
to bring your swimsuit when you come!
We’re planning an afternoon trip to the lake.

Your friend,
Ali
WHERE DOES THE DATE GO?

1 4, 2004
July 1

22

34

Writing a Letter
WHERE DOES THE GREETING GO?

July 4, 2002 1

Dear
22 Moiz,

43

Writing a Letter
WHERE DOES THE BODY GO?

July 4, 2002 1

2 Moiz,
Dear
Thank you for taking me shopping
yesterday. I had a great time finding
3 I can’t wait for
new school clothes.
school to start so everyone can see
my new clothes.

3
4

Writing a Letter
WHERE DOES THE CLOSING GO?

July 4, 2002 1

Dear
2 Moiz,
Thank you for taking me shopping
yesterday. I had a great time
finding new school clothes. I can’t
wait for school to start so everyone
can see my new clothes.

Love,
43
5

Writing a Letter
WHERE DOES THE SIGNATURE GO?

July 4, 2002 1

Dear
2 Moiz,
Thank you for taking me shopping
yesterday. I had a great time
finding new school clothes. I can’t
wait for school to start so everyone
can see my new clothes.

Love,

5Ali

Writing a Letter
A SAMPLE FRIENDLY LETTER

July 4, 2002 1

2Dear Moiz,
Thank you for taking me shopping
yesterday. I had a great time finding
new school clothes. I can’t wait for
school to start so everyone can see my
new clothes.

3
Love,
Ali

Writing a Letter
311 East Duke Street
Stanley, N.C. 28164
August 15, 2004

Dear Phil,

How has your summer been? Not too hot I hope. Did you get to visit your
grandparents? Did you go on your trip to Toronto as you had hoped? Theybody
say Toronto
is a beautiful city.
This is my second season at Camp Bellaire. I just passed my swimming test. Now I
can swim out to the raft and also use the boats. To pass I had to jump into the water
with my clothes on (as if I had just fallen out of a boat). But finally I swam back to
shore. It was tough, but I did it!
I’m looking forward to seeing you soon. There is lots of news to catch up on!

Your friend,

Mike
TO MIKHAIL NAIMY BY KHALIL GIBRAN
Boston,
Jan. 1, 1921
 
Dear Meesha:
 
Good morning, and a happy New Year. May the Lord burden your vines with bunches of grapes, and fill your bins with
wheat and replenish your jars with oil, honey, and wine; and may Providence place your hand upon the heart of Life in order
to feel the pulse of Life’s heart.
 
This is my first letter to you in the New Year. Were I in New York, I would ask you to spend the evening with me in the
peaceful hermitage. But how far am I from New York, and how far is the hermitage from me!
 
How are you, and what are you writing or composing, and what are you thinking? Is the special issue of As-Sayeh about to
come out, or is it still waiting for those machines which run fast when we wish them to slow down, and slow down when we
wish them to run fast? The West is a machine and everything in it is at the mercy of the machine. Yes, Meesha, even your
poem, “Do the Brambles Know,” is at the mercy of Salloum Mokarzel’s wheels. I was indisposed last week, and for this
reasonI did not write anything new. But I have reviewed my article, “The Lost One,” smoothed it out, and mailed it to Al-
Hilal.
 
Remember me, Meesha, with love and affection to our comrades, and may God protect you as a dear brother to

GIBRAN
 ASSIGNMENT # 1
 Write a courteous letter to your neighbor whose dog
annoys you by barking at night.
Or
 To a friend, describing a pleasant dream.

 Write a letter to the manager of the factory, asking

permission for a party to visit the factory.
Or
 To the Editor of a newspaper, on reckless driving
COMPLAINT LETTERS’ WRITING
 The complaint letter should be addressed to the customer
service/consumer affairs department or the head office if
there is no customer service department. The address and
contact information of the customer service department
should be available on the company's products or
website.
COMPLAINT LETTERS’ WRITING
 The complaint letter should be written in the business
letter format. When writing a complaint letter you want
to keep it short and to the point to help ensure that your
letter will be read in its entirety, if you write a seven
page complaint letter, it's highly unlikely that someone
will sit down and read all seven pages.
COMPLAINT LETTERS’ WRITING
 In the first paragraph you should identify what the issue
is and any relevant information that you believe is
important. Be sure to include the following information
if it's applicable to the situation: the date/time of the
issue, location, name of person on duty, name of product,
what the problem was, your account number, model
number, price, warranty information and reference
number. Be sure to stick with the facts and avoid putting
emotions into your letter.
COMPLAINT LETTERS’ WRITING
 The next paragraph should state what you would like
done to resolve the situation. If you received poor
service, you could request an apology or a coupon. If a
product malfunctioned, you could request that you could
exchange the product for a new one or request a refund.
COMPLAINT LETTERS’ WRITING
 The last paragraph should thank the reader for the time.
You can also throw in some compliments about
something you liked about their company's product or
service.
 You should include your telephone number/e-mail
address after your printed name so that they can contact
you.
 Be sure to keep a copy of the letter for yourself and
include photocopies of any relevant documents and
enclose them with your letter.
65 Market Street
Val Haven, CT 95135

June 30, 2004

Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435

Dear Sir or Madam,

I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I
received the order on June26. Unfortunately, when I opened it I saw that the cleats were used. The cleats
had dirt all over it and there was a small tear in front of the part where the left toe would go. My order
number is AF26168156.

To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have
already went out and bought a new pair of cleats at my local sporting goods store so sending another would
result in me having two pairs of the same cleats.

Than you for taking the time to read this letter. I have been a satisfied customer of your company for many
years and this is the first time I have encountered a problem. If you need to contact me, you can reach me
at (555) 555-5555.

Sincerely,

Signature
WRITING THANK YOU NOTES
 There are many reasons for writing a thank you note.
Thank you notes may be written after receiving a gift,
help from a friend, for attendance at an important event,
or for any other occasion where you feel it is necessary.
A simple thank you note shows your appreciation, it will
make the person you are thanking feel better, improve
your image as a grateful person, and/or increase the
likelihood the person you are thanking will help out
again.
WRITING THANK YOU NOTES
 Thank you notes can be written on just about anything
but writing it on something nicer than just plain white
paper or through email will add to the value and
presentation of your note. A thank you note that is hand
written on a card will look more personalized and
sincere than a note printed off the computer. Notes can
either be mailed or given in person but the sooner it is
done the better, usually within two weeks is a good time
frame to use. Thank you notes are usually simple but
thoughtful messages thank you write to express your
gratitude. The following is a guideline that you can use
when writing your thank you note.
WRITING THANK YOU NOTES
Hi Aunt Kelly!
Thanks for the new bike you bought me for my birthday;
it's just what I wanted. The color red fits the bike well! It
is my favorite color. I plan on riding the bike around my
neighborhood everyday right after school. I look forward
to seeing you soon! Thanks again for the bike.
Love,
Signature
WRITING THANK YOU NOTES
 Greetings
To start out the note, you should greet the recipient, i.e. "Hi
Aunt Kelly!"
 Thank them
You should mention the gift/service and express your
appreciation for it, e.g. "Thanks for the new bike you bought
me for my birthday, it's just what I wanted."
 Mention something you liked.
Mention a specific detail about gift/service, e.g. "The color
red fits the bike well! It is my favorite color."
 Update them
Update the recipient on your life pertaining to the gift/service,
e.g. "I plan on riding the bike around my neighborhood
everyday right after school."
WRITING THANK YOU NOTES
 Add a personal note
Add a personal note to the recipient, it doesn't have to be very long
or detailed, e.g. "I look forward to seeing you soon!"
 Thank them again!
You can never say thank you too much, and since this is a thank you
note it is a very appropriate place to do it, e.g. "Thanks again for the
bike."
 Closing
End the letter with a simple closing followed by your signature on
the next line, e.g. "Love, (Line Break) Your Signature"
 Notes & Tips
If you received money, don't mention the amount, you may want to
write something along the lines of, "Thank you for your generosity,
it is greatly appreciated."
BUSINESS EMAIL WRITING
 The following are some tips to help you when you are
writing business letters through email:
 A heading is not necessary in an email (your return
address, their address, and the date).
 Use a descriptive subject line.

 Avoid using an inappropriate or silly email, register a

professional sounding address if you don't have one.
 Use simple formatting, keep everything flush with the
left margin; avoid special formatting and tabs.
BUSINESS EMAIL WRITING
 Keep your letter formal, just because it's an email instead of a
hard copy is no excuse for informality (don't forget to use
spell check and proper grammar).
 Try to keep your letter less than 80 characters wide, some
email readers will create line breaks on anything longer and
ruin the formatting.
 If possible avoid attachments unless the recipient has
requested or is expecting an attachment. If it is a text
document, simply cut and paste the text below your letter and
strip off any special formatting.
 If the persons name is unknown, address the person's title i.e.
Dear Director of Human Resources.
ADDRESSING AN ENVELOPE
 In the upper-left hand corner should be your name, and
underneath that should be your return address.

 In the upper-right hand corner should be the postage stamp

(with the correct postage amount).

 In the middle-center should be the recipient's name and

recipient's address.

 If you are writing a friendly letter with a small envelope, you

can write the return address on the flap of the envelope if their
is no room on the top-left hand corner.
Your Name
Return Address Line 1 STAMP
Return Address Line 2

Recipient Name
Recipient Address Line 1
Recipient Address Line 2