WRITING THE BUSINESS LETTER

In this lesson, you will write a business letter. You will concern

yourself with the format, correct tone, word choice, and clarity. Remember that presentation affects the credibility of written work, so you must carefully edit and revise your work. Take a few minutes to review the essential parts of a business letter. Then you can practice your skill.

Here are the goals for this lesson:

• Write a business letter.
• Use the correct format for a business letter.
• Include clear and specific information to accomplish your purpose.
• Use appropriate vocabulary to establish the appropriate tone for the letter.
• Edit and revise your letter to reflect appropriate style and grammar.

Terms to Know

• Purpose: to make a request, to inform, or to persuade
• Audience: an unknown person in a place of business
• Tone: professional and formal
• Length: generally not to exceed one page
• Format/style: business letter style, Times New Roman font, correct grammar and mechanics

Purpose

Business letters are written to request information, to provide information to others, or to persuade someone to do something. Consider a few of the following scenarios that would require a business letter:

To request of information:

• I am doing a research project on the benefits of shark skin to a swimmer. I need information from a marine biologist.
• I want to know the nutritional value of the menu at my favorite restaurant.
• I want a new pet. I am debating between two different breeds. I want the opinion of a dog breeder.

To inform:

• A teacher asks you as a former student to write a letter to future students about the expectations of the class.
• The responses to each of the above letters of request would be informative.

To persuade:

• Your group is planning a trip to an orphanage in Mexico. You need to raise money and gather supplies.
• You are applying for a part-time job as a general assistant at a local law office.
• A friend needs a letter of recommendation to volunteer at a local elementary school.

Audience

Generally the audience of a business letter is an unknown person within the business. You are asking that person to take the time to read your words and then to act on them. You must be sure to address your audience in a clear and specific manner. You want to keep the person's attention and get to the point quickly.

Tone

Your audience is not your friend. Even if it is someone you know, you are still writing for business. A formal and professional tone is required. Use words that have formal connotation. Do not use slang or friendly jargon.

Length

Business letters are generally a page in length. The first paragraph explains who you are and why you are writing. In other words, it states your main idea. The next few paragraphs explain the details of your main point. The final paragraph is your closing or conclusion. It restates the purpose of your letter. If it is a letter or request or persuasion, it clearly states the action or response you hope to receive.

Format

You learned that presentation affects credibility. Your work must be neat and easy to read. It must follow the standard format and demonstrate proper use of vocabulary and grammar. When typing is an option, Times New Roman, size 12 font is the standard expectation for business writing. When a handwritten letter is your only option, be certain to write in a clear and legible form. You may either print or write in cursive. Use whichever is neater for you. People who must struggle to decipher your writing may give up without reading your letter. If that is the case, obviously you will not get the result you desire.

WRITING A LETTER

The initial steps involved in writing a business letter are similar to those you would follow for any essay writing assignment.

Prewriting

1. Brainstorm to form your ideas:

Why are you writing the letter?	I am missing parts for a basketball hoop that I just purchased.
What is your specific purpose?	to request parts
Who is your audience?	the person at the company that packaged the basketball hoop
What is the tone of your letter?	professional and formal
What is the main point	I need the missing parts
Write your main point in a complete thesis sentence:	I am missing Parts A25 and C12 from the Hot Shot Pro Series basketball hoop.

2. Create a brief outline of the information needed in the letter:

Paragraph 1: (Introduction)	introduce myself include any necessary background information explain why I am writing (the complete sentence from brainstorming)	just bought a new basketball hoop realized I am missing two pieces I am missing Part A25 and C12 from the Hot Shot Pro Series basketball hoop.
Paragraph 2: (Body)	include any background support or additional information	how I am looking forward to using the hoop my mailing address
Paragraph 3: (Conclusion)	restate your purpose and include any desired action or response show appreciation for the response	appreciate the company sending the missing parts

Rough draft

In this case, the letter is very concise. It does not require a great deal of background information. No matter how brief or clear you believe your writing will be, writing a rough draft is an essential step.

Begin by following your outline and including all necessary information. Remember, an outline is simply a list of ideas, and your letter must be much more than an outline. Write clear and complete sentences to help convey your message. Choose your words carefully in order to maintain a professional and formal tone. In the case of the missing parts, do not complain about time lost or frustration while trying to assemble the hoop. You merely desire that you receive new parts. A tone of sarcasm or annoyance would detract from your letter. Keep your focus on your audience and purpose as you choose your words and write your rough draft.

Your rough draft is just that–rough. The purpose is to include the important information in paragraph form. You will be able to smooth out the rough spots during the editing and revision process.

Revising

Revising your writing is a crucial step. This is the time to make sure all your ideas are explained as clearly as you think they are. Reread your work. Think about areas where the reader may become confused. Move slowly through each part of your essay. Move sentences as needed to improve your essay. Vary the types of sentences you use. Correct spelling and punctuation. Replace the words that you chose during your first draft with stronger ones. Reread your work with all the new changes in place. This is the time for you to perfect your ideas and structure. Taking the time to revise is the key to good writing.

• Do you need to add more information to clarify any points?
• Do any sentences need to be rewritten?
• Is the organizational pattern correct for this letter?
• Is the order of the letter correct, or would your point be easier to understand if you made some changes?
• Did you include all of the parts of a business letter?
• Does the vocabulary fit the tone and purpose of your letter?
• Do you need to make any changes in punctuation or spelling?

Editing

This is your last chance to improve your work. Make sure that your point is clear and that you follow the correct format. Check to see that everything is spelled and punctuated correctly. Style, tone, and vocabulary should all be appropriate. Any mistakes need to be corrected before mailing the letter. Remember, appearance affects credibility.

Publishing

Publishing the final draft: Now you are ready to publish your final draft: Be careful to write clearly and neatly. Remember either cursive or print is acceptable. If you make a mistake while recopying your essay, carefully erase it and make the clear corrections. Finally, before handing it in, read it one last time. Correct any errors that you see. Then, review the Writer's Checklist. All boxes should be checked indicating that your work is complete.

Let's review:

The purpose for business documents is to clearly communicate with others. Whether you are requesting information, providing information, or persuading your reader, your tone should be formal and professional. You must include all essential information so that the reader clearly understands your purpose. Following the familiar format of a business letter helps the reader to easily focus on your main points. By writing in a clear and organized manner, you can keep your reader's attention and achieve your purpose.

Practice

The following is a typical writing prompt. Be sure that you address each part of the assignment. The steps below will help you with your response.

1. Follow the writing prompt. Be sure that your work correctly answers every part of the assignment.

2. Use the steps of the writing process to complete your work. (Prewriting, Drafting, Revising, Editing).

3. During the Revising and Editing steps, refer to the Writer's Checklist to verify that your work is accurate and complete. Make any necessary improvements. The use of a dictionary is not allowed. Use your best judgment if you are unsure of the spelling of a word.

4. Use the Scoring Rubric for self-evaluation. If the score earned by your paper is lower than you desire, make the necessary revisions before handing in your work. Remember that this is not a timed assignment. Use as much time as you need to write a strong and effective business letter.

Writing Prompt:

Your group is planning a trip to visit an orphanage in Mexico. You are writing a letter to raise financial support that will be used to fund the trip and to donate to the orphanage. You are also gathering donated supplies such as clothing items, personal hygiene items, and toys that you will take to the children in the orphanage.

Write a letter a letter to a local business leader who is known for her humanitarian efforts. Explain why this trip is important to you. Persuade the leader to support your cause, and explain precisely how she can join you in your efforts.

 

Writer's Checklist

Use this checklist to make sure you have done all of the following:

• I have read and followed the writing prompt.
• My letter includes a strong introduction, body, and conclusion that will hold the reader's attention.
• My main idea is clearly stated in a thesis sentence.
• The supporting details clearly and fully explain my main idea.
• The vocabulary is carefully selected and fits the tone and purpose of the prompt.
• I have corrected any errors in spelling, punctuation, grammar, or mechanics.
• I have used my neatest penmanship and followed the correct format for a business letter.

 

Scoring Guide

4 In this composition...

• a clear and focused thesis and/or position shows a clear understanding of the writing task;
• relevant supporting details, vivid examples, credible evidence, and/or counterarguments effectively develop/defend the thesis;
• consistent tone, focus, and clear organizational pattern reveal a strong understanding of purpose and audience;
• vivid description and varied sentence patterns emphasize important points through an engaging presentation;
• few if any grammar, punctuation, and mechanics errors allow for clear presentation free of distraction.

3 In this composition...

• the thesis and/or position shows an understanding of the writing task;
• supporting details, examples, evidence, and/or counterarguments generally develop/defend the thesis;
• consistent tone, focus, and organization reflect a general understanding of purpose and audience;
• description and some sentence variety help to emphasize points;
• minor errors in grammar, mechanics, punctuation, spelling, or usage are distracting but do not interfere with the meaning of the essay.

2 In this composition...

• the thesis or main idea is generally related to the writing task;
• the thesis is supported by few examples or details, little evidence, and/or few counterarguments;
• inconsistent tone, focus, and organization indicate minimal understanding of the purpose and audience;
• writing contains sparse description and minimal sentence variety;
• numerous errors in grammar, mechanics, punctuation, spelling, or usage may interfere with the meaning of the essay.

1 In this composition...

• the thesis or main idea is nonexistent or not clearly related to the writing task;
• the thesis lacks any support from examples, details, evidence, and/or counterarguments;
• tone, focus, and organization are not discernable and suggest little or no understanding of purpose and audience;
• writing reflects poor vocabulary and no sentence variety;
• numerous major errors in grammar, mechanics, punctuation, spelling, or usage interfere with the meaning of the essay.