Business Letters. are not as persuasive as business letters. Everybody can send a message via . However,

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1 Tosta 1 Wilson Mohamed Tosta Buruca Mrs. Hanson Advanced Composition January, Business Letters Business letters are great to communicate to companies and other professionals. s are not as persuasive as business letters. Everybody can send a message via . However, when one sends an is it trustworthy and organized while stating a forceful argument? One needs to know how to use the proper format of a business letter, write a business letter the correct way, and know different types of business letters. Also, practicing and viewing examples helps to master business letters style of writing. Anybody can send business letters to any company, they can be sent between professionals, or anyone regarding a major issue or situation that needs to be acknowledged in a professional manner. Technology has evolved so much that the way we communicate is mostly just via . Before computers and s, companies or people that needed to communicate work-related messages or issues did it by using business letters. However, business letter are still used. In order to write a persuasive business letter, one must acknowledge certain requirements such as organization, format, and common errors. These rules also apply to s. Basic Information A business letter is a formal way of communicating between two or more parties. The term business letters refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the internet is rapidly changing the way businesses

2 Tosta 2 communicate. There are many standard types of business letters, and each of them has a specific focus ( Business Letters and Logo Samples ). Additionally, business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper. Elements of a Good Business Letter An important element is to make sure one presents an objective in a clear and concise manner. One should not be vague about the objective, most people will not have the patience to sit there and guess at the meaning of a person s letter or the time to read a long-winded letter, it is better to just get to the point without going into unnecessary details. In other words, being clear and going straight to the point; not being poetic. Another important element to remember is to remain professional. Even if one is writing a complaint letter, one needs to remain polite and courteous simply stating the problem(s) along with any other relevant information and be sure to avoid threats and slander. The most important element of writing a good letter is a person s ability to identify and write to the audience. If one is addressing a letter to the department of human resources, avoid using highly technical terms that only engineers would understand, even if one s letter is addressed to an engineering company, chances are that the personnel in human resources do not have an engineering background. Appearance Despite constantly improving forms of communication such as , the business letter still exerts enormous influence and deserves people s close attention. Business letters are more formal and personal than s. They are also more private. Think of business letters as mainly persuasive documents, be respectful, and try to keep your letters to one page.

3 Tosta 3 Legend Legend refers to the entire letter. This is what needs to be included in a business letter: Sender s Address The sender's address or return address usually is included in letterhead. If a person is not using letterhead, include the sender's address at the top of the letter one line above the date. Include name, street address, city, and zip code. Example: Date Mr. Wilsone M. Tosta 4054 Four Year Run Annandale, VA The date line is used to indicate the date the letter was written. However, if one s letter is completed over a number of days, he or she should use the date it was finished in the date line. The date includes month, day, and year. Example: September 14, 2013 Inside Address The inside address is the recipient's address. It is always best to write to a specific individual. A person does not need to write a person's name, though, he or she can just write the company's name. Include a personal title such as Ms., Miss., Mrs., Mr., or Dr. If you are unsure of a woman's preference in being addressed, use Ms. Example: 1 Example: 2 Mr. Maximus Zaine Comedy & Tragedy Theatre Company Director of Performing Arts 7753 Medford Dr Comedy & Tragedy Theatre Company Washington, D.C Medford Dr. Washington, D.C Salutation Use the same name as the inside address, including the personal title. If someone knows the person and typically addresses them by their first name, it is acceptable to use only the first

4 Tosta 4 name in the salutation. In all other cases, however, use the personal title and last name followed by a comma. Leave one line blank after the salutation. If the reader's gender is unknown, use a unisex salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. Examples: Dear Comedy & Tragedy Theatre Company, Dear Mr. Zaine, Dear Maximus Zaine, Dear Maximus, To Whom It May Concern, Gentleman, Dear Sir, Dear Sir or Madam, Body Paragraphs The common amount of body paragraphs are three, however, it is not mandatory. A person can have less or more paragraphs. One should keep the letter brief and to the point; it should be straightforward. The letter should have the same ease as a personal conversation. It is the sender s responsibility to see that the letter going forth is credible in every way. The length of the letter should be in accordance with its importance. If too short, the letter may have a curt tone and may seem to slight the recipient. If the letter is too long, the recipient's attention may wander after the first page, and he or she may not read the letter in its entirety. Closing What one types here depends on the tone and degree of formality. Capitalize the first word only and leave four lines between the closing and the sender's name for a signature. Remember to include a comma at the end. Example: 1 Respectfully yours, (very formal) Example: 3 Sincerely, (typical) Example: 2 Very truly yours, (polite, neutral) Example: 4 Cordially yours, (informal)

5 Tosta 5 Signature The signature is four line spaces between the closing and the sender s printed name. Example: Closing Wilsone Tosta (signature) Postscript Wilsone Tosta Buruca Sometimes the letter writer will take advantage of the postscript, better known as P.S. Never use the postscript to add information that was forgotten during the writing of the letter. Instead, rewrite the letter. The purpose is to emphasize a concern or topic in the letter. Something the sender wants to make clear and obvious to the reader. Example: P.S. Our school feels honored that you mentioned our name in today's show. Enclosure(s) If the sender has enclosed any documents along with the letter, such as a resume, the sender indicates this simply by typing Enclosures one line below the printed name or the postscript if any. Example: 1 Enclosures (2) Example: 2 Enclosures: Cast List, Script Copy Right and Wrong One should never abbreviate business titles. A common mistake people make is that they abbreviate titles. If the incorrect format is used, one will not sound as professional as one needs to be in order to write a business letter professionally. Incorrect: Correct:

6 Tosta 6 Mr. Maximus Zaine, Dir. of Perf. Arts Ms. Donna V. Tosta, Asst. Mgr. Mr. Maximus Zaine, Director of Performing Arts Ms. Donna V. Tosta, Assistant Manager Never place the name of the writer in the typewritten heading of the letter, for that belongs only at the end of the letter which is the sender s printed name. In typing the date line, never abbreviate the name of the month or use figures for it. Also, use numerals only for the day of the month; never add nd, rd, st, or th. These sounds are heard but are never written. Incorrect: Correct: Dec 24th, 2013 December 24, 2013 December 22nd, 2013 December 22, 2013 Direct vs. Indirect You can also write a business letter directly or indirectly to deliver your message. Direct letters are best for good news, stoic issues, and straightforward approach. The introduction establishes a reason for writing and presents main ideas. The body provides and explains details. Additionally, the conclusion reminds of any deadlines and presents call for action. Indirect letters are best for bad news, and sensitive issues that need an explanation. The introduction approaches with a positive or neutral statement. Also, one compliments the reader, agrees, appreciates, or thanks. The body explains situation first, leads up to the point or issue, states the point or issue, and does not blame. Finally, in the conclusion, one does not apologize and has a gracious closing. Different Types of Business Letters

7 Tosta 7 These are different types of letters. These depend on the issue or topic. One may have a complaint to a company or an inquiry; however, the way one addresses these concerns are different. Take a look at some different types of business letters: Inquiry Letters Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include contact information so that it is easy for the reader to respond. Example Mr. Devon Bartolomeo 3519 Front Street Mount Celebres, CA October 5, 2013 Accounts Payable The Cooking Store 765 Berliner Plaza Industrial Point, CA Dear Mrs. Petruzziello: It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months. In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice. I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, you can feel free to contact me at (555) Sincerely, Signature Devon Bartolomeo Enclosure: Accounts Receivable

8 Tosta 8 Acknowledge Letters Acknowledge letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place. Example: Hello Donna, Thank you for shopping with us. We thought you'd like to know that we shipped your item, and that this completes your order. Your order is on its way, and can no longer be changed. If you need to return an item from this shipment or manage other orders, please visit your orders on Amazon.com. Your estimated delivery date is: Wednesday, November 28, 2013 Your order was sent to: Donna V. Tosta 7909 Rectory Lane Annandale, VA United States Your package is being shipped by USPS and the tracking number is Depending on the ship speed you chose, it may take 24 hours for your tracking number to return any information. Shipment Details Item Just Dance 4 $39.96 Sold by Amazon.com LLC Subtotal: $39.96 Shipping and Handling: $4.98 Promotion Applied: -$3.00 Promotion Applied $5.00 Total Before Tax: $36.94 Shipment Total: $36.94 Paid by Visa: $29.94 Paid by Gift Certificate: $7.00 Complaint Letters

9 Tosta 9 The diction and tone one chooses to use in a letter complaining to a business may be the deciding factor on whether one s complaint is satisfied. Be direct, but tactful and always use a professional tone if one wants the company to listen to the letter. Example: Mrs. Mariah Piccolini S. Polo Dr. Fairfax, VA May 26, 2013 The Tiny Tots Toy Company Pyramid Way College Park, FL Dear Customer Service Representative, I recently purchased one of your Tiny Tents (Model # 47485) for my three-year old. Unfortunately, after viewing the components that came with the product, I discovered that four of the parts were missing. Also, the instructions that came with the tent are incomplete. Both of these situations have resulted in the tent remaining unassembled and unacceptable as a toy for my daughter. I am writing to request replacements for the missing parts, and a copy of the full set of assembly directions for the model I purchased. If reasonable arrangements are not made within ten business days, I will return the tent to the store I purchased it from and expect a full refund. To assist you in processing my request, I am including a copy of my sales receipt and a list of the missing parts. I have purchased other toys manufactured by your company in the past, and have always been impressed with the quality and selection Tiny Tots has made available to its customers. I sincerely hope this is a one-time incident, and that any future purchases I make will live up to the standard my family has come to expect from your company. Sincerely, Signature Mariah Piccolini Conclusion

10 Tosta 10 Now that one has mastered the business letter style of writing what is next? Why should a high school student care? Well, in the real world after graduating from high school, one would need to know how to address and communicate with businessmen, companies, and professional by elaborating an issue or situation. All of these questions, elements, formats, tips, styles, and examples matter so high school students can communicate in their future careers as trustworthy people and professionals. Tutors can take this style of writing to share it to other students who come to the Atoms Writing Center. Perhaps, students themselves or even their parents have a concern or message they would like to address in a professional way to a certain organization, university staff members or company.

11 Tosta 11 Works Cited 10 Types of Business Letters. Chron. Hearst Communications, Inc. Wickford, Hannah, Demand Media. Wed. Dec. 4, < html>. Business Letters and Logo Samples. Eau Claire Area School District. Dec. 4, < Four Types of Business Letters. Kolin Chapter 6 For Business Writing. Bowie, Jennifer L. Wed. Dec. 4, < 2FSlides%2Ftypes_letters.ppt&sa=D&sntz=1&usg=AFQjCNFAWvAZiq2puxwgPyqgu GP35JQstQ>. Write Effective Business Letters. Microsoft Office. Microsoft Corporation. Stroman, James, Kevin Wilson, Jennifer Wauson. Dec. 4, < Writing the Basic Business Letter. Purdue Online Writing Lab. Owl. Wed. Dec <