Tips for Business Letters:

Business letters are common types of business correspondence, and we are all familiar with them. However, they are unique forms of communication and differ from business memos in several important ways:

• Letters circulate outside the organization, rather than remaining within an organization.

• Letters can also be written with the purpose to persuade or convince the reader and may not have direct organizational patterns. In this case, they are circumspect, also.

• Letters have a unique format.

A Typical Business Letter - Block Format (all elements flush left):

Company Logo

Your Company Name (company name & address can be centered)

Your Company Address

公司名称

公司地址

Date

日期

Recipient's Name

接收人姓名

Recipient's Title

接收人职位

Recipient's Company

接收人所在公司

Recipient's Address

接收人地址

Salutation:

问候语

Main text主要内容 - Introduction介绍

- Body主题

- Conclusion总结

Closing,

结尾

Signature

签名

Sender's Typed Name

发送人姓名

Title

职位

Attachments:/Enclosures:/CC:

Note that in the example above, all the elements of the letter except the logo are on the left side of the page. Your company name and address; the recipient's name, title, company, and address; the letter's main text; the sender's typed name and title; and the attachment, enclosures, cc. are all single-spaced. You double-space or triple-space between your company's address and the date. You double-space or triple-space between the date and the recipient's name, between the recipient's address and salutation, and between the salutation and the letter's main text. You also double space or triple-space between the letter's main text and the closing (which is usually the word "sincerely"). Leave about four lines for your written signature, and double-space or triple-space between your title and the ending lines.

The main text always single-spaced. Each paragraph is not indented but begins at the left margin. Double-space between the paragraphs.

Another Business Letter - Modified Block Format (modified flush left):

Company Logo

Your Company Name (company name & address can be centered

Your Company Address

Date

Recipient's Name

Recipient's Title

Company Name

Recipient's Address

Salutation:

Main text - Introduction

- Body

- Conclusion

Closing,

Signature

Sender's Typed Name

Title

Attachments:/Enclosures:/CC:

This letter type is slightly different from the first. The date, the closing, your signature, and your title are all lined up along the center of the letter. They are not centered, but if you drew a line down the center of the letter, these elements would all be flush against this line.

The main text is different, also. Single-space the text and indent the first sentence of each paragraph. Do not double-space between paragraphs.

With both types of business letters, you may leave more space between each of the elements. With shorter letters you may wish to leave 3 blank lines between each element. You may also wish to drop the top margin down. The idea is to achieve good visual balance. Always try to keep a one-inch margin at the bottom and on the right and left sides.

Never mix the block and modified block formats, shown above.

Personal Letters:

Personal letters are formatted like business letters except that the company logo and name are omitted, of course. Also, omit your name and place your address as the initial line of the first element. You would use this format, for example, when writing a cover letter or letter of application to accompany your resume.

5555 SW 31 Street

Sometown, ST 12345

Date

Recipient's Name

Recipient's Title

Company Name

Address

Salutation:

Letter Text (introduction,

body

conclusion)

Closing,

Your Signature

Your Typed Name

Encl:/Attachments:/CC:

A personal letter can be block formatted (all elements flush left) or modified block formatted (some elements along the center line)--just like a business letter. The text formatting follows the same rules as a business letter.

What to Write:

First Paragraph:

If your letter is non-sensitive (the reader won't have a negative emotional reaction) you should bottom-line your purpose for writing in the beginning of the letter and usea direct organizational pattern--just like a memo. With a direct organizational pattern, you include your purpose in the first, introductory paragraph and then proceed directly with the information you wish to communicate, and end with a conclusion which summarizes your mail points.

If you letter contains bad news, and is thus sensitive, use an indirect organizational pattern. That is, you embed the bad news into the second or third paragraph and lead the reader gently to it.

If you letter's purpose is to persuade, use a persuasive organizational pattern. You also use this organizational pattern for direct mail--what we usually call "junk mail."

Body:

The body or message area of the letter is the "heart" of your letter. The text in this area should be concise, clear, and well-written. Organization is very important. If you have may points that you wish to emphasize, you can use bullets, to make your points easier to follow. Remember, only one idea or topic per paragraph.

Try to use comfortable transitions between paragraphs, and don't begin every paragraph with the word "I."

Avoid unnecessary information--and don't repeat yourself unless you feel it is necessary.

Conclusion:

Your last paragraph is your conclusion. Conclusions can summarize your thoughts or make a recommendation. Conclusions are also useful if you wish to make a request. If you are writing a cover letter for a resume, your last sentence should contain information as to how, when, and where the reader can contact you.

Other Stuff:

Notification of attachments or additional information is included at the very end of the letter, right above the bottom margin and against the left margin. Always identify your attachment in the following way--Attachment: or Exhibit I or Enclosure:

If a letter continues to a second page, do not use letterhead. On the second, plain sheet of papery type you can type the name of the person to whom the letter is sent flush with the left margin, the page number in the center, and the date at the right margin:

Use a business-like tone--use the first person (I or we); use short, simple words; be as informal as the situation allows; use concrete, specific words. Always read your work (or have someone else read it) before you sent it out.

Identify the person or persons to whom you are writing. Think about what they know, who they are, what they want to see or hear, how they are situated. Clarify your audience's background, context, and environment. Never, never, never write without identifying your audience first.

As with memos and all other types of business correspondence, you should take special care to use correct punctuation, an appropriate tone, and good grammar. Always, always, always identify your audience and plan--before you begin to write. Nothing communicates a poorer image of you than bad writing that hasn't been thought through well.

Decisions:

Many business letters are written to inform the reader about a decision--improving past decisions, making current decisions, or planning future decisions. Primary to writing about a decision is the task of defining the focal issue--defining what is, was, or will be decided. When the focal issue is too large, there are too many options available, and it will be difficult to write about. If the focal issue is too small, it may be impossible to persuade your readers to agree with you. Secondary to writing defining the focal issue is to write about the alternative courses of action. These alternatives must agree with the focal issue (that is, they must be possible solutions to the problem). Finally, you must write a compelling argument for the one course of action decided upon or recommended with the selection reasons clear.

When writing about a decision, include the following:

• an overview that clearly defines the focal issue

• all necessary background information--including the relevant alternatives

• clear discussion of the merits of the alternatives

• a compelling recommendation for one course of action with clear reasons for selection