STEPS IN WRITING A

BUSINESS LETTER
What is a Business Letter?
A business letter is a type of formal correspondence
often sent from company to company, from company to
client or from client to company. These letters generally
follow a standard format and are usually written on
company letterhead, particularly when sent physically
through the mail rather than digitally through email.
COMPONENTS OF A
BUSINESS LETTER
Components of a Business Letter
1. Heading
2. Address
3. Salutation
4. Body
5. Complimentary Close
6. Signature
7. Identification
8. Enclosures or Distribution
HOW TO WRITE A
BUSINESS LETTER
How
How
to to
write
write
a business
a business
letter?
letter?
1. Determine the recipient
2. Establish your purpose
3. Format your letter
4. Introduce yourself
5. Include details
6. Close effectively
7. Use a complimentary closing
8. Proofread and edit
9. Enclose additional documents
How to write a business letter?
1. Determine the recipient
Begin by establishing who you're sending the letter to. For example, if
you're applying for a job, find the name of the hiring manager and their
business address so you know who you're writing to before you begin.

2. Establish your purpose

Know why you’re writing the letter. With a cover letter, your purpose is to
introduce yourself to the hiring manager and explain why they should
consider you for the position. Create an outline or list of the information
you want to include in your letter that supports your purpose.
How to write a business letter?
3. Format your letter
Format your letter to reflect the standard business structure. Include
your address, followed by the date, followed by the recipient's address.
Then, add a formal salutation. Using the cover letter example, consider
a salutation like, "Dear Ms. Johns," to open your letter.

4. Introduce yourself
In the first paragraph of your letter, introduce yourself to the recipient
and explain why you're writing. It's normal for the first paragraph of a
business letter to vary in length, from one or two sentences to four or
five, depending on the subject.
How to write a business letter?
5. Include details
In the body paragraph or paragraphs of your letter, provide the details of
your reason for writing. Using the cover letter example, this is where you
would provide examples of your successes and accomplishments in past
positions.

6. Close effectively
Include a final paragraph that summarizes the main purpose and points
of your letter. If you're looking for a response, include a clear call to
action so the recipient knows what they should do after they finish
reading.
How to write a business letter?
7. Use a complimentary closing
Add your closing and signature. Use a professional phrase like,
"Sincerely," or "Best regards," when closing your letter. Include your
signature below your sign off.

8. Proofread and edit

Give your letter a proofread before printing and signing it. Ensure you've
spelled all the words correctly, and you've followed all grammatical
rules. Double-check the recipient's name and address for accuracy.
Make any edits or corrections as needed.
How to write a business letter?

9. Enclose additional documents

If you're including additional documents, list them below the enclosures
heading. In the case of a cover letter, you usually include your resume
and list of references.
TYPES OF
BUSINESS
LETTER
TYPES OF BUSINESS LETTERS
1. Cover letters
A cover letter is a business letter typically sent with your resume when
applying to a job.

A cover letter should include:

• Contact Information
• Salutation
• Purpose of the letter
• Qualifying skills
• Conclusion
TYPES OF BUSINESS LETTERS
2. Letters of recommendation
A letter of recommendation is written on behalf of another professional
to verify their qualifications and work ethic.

A recommendation letter should include:

• Relationship of the recommendation
• Evaluation of the candidate's qualifications
• Closing statement
TYPES OF BUSINESS LETTERS
3. Interview follow-up letters
You can send a follow-up letter after interviewing for an open position to
thank the interviewer for their time and to demonstrate your interest in
the job further.

A follow-up letter should include:

• Overview of the Interview
• Skills related to the position
• Gratitude
TYPES OF BUSINESS LETTERS
4. Offer letters
An offer letter is an official offer of employment that describes the
specific terms of the position. If you agree to the terms the letter offers,
then you will sign the offer letter and accept the job.

An offer letter should include:

• Job description
• Job title
• Requested start date
• Salary and benefits
• Acceptance timeline
TYPES OF BUSINESS LETTERS
5. Sales letters - The purpose of a sales letter is to introduce a
service or product to a client or customer.

A sales letter often includes: • Description of product or service

• Cost
• Call to action

6. Letters of commendation
Letters of commendation are a form of employee appreciation, and
companies send them out to the entire staff to congratulate an employee
for a job well done. They may include the following:
• Purpose
• Details of the commendation
• Call to action
TYPES OF BUSINESS LETTERS
7. Letters resignation
A letter of resignation informs your employer of your intent to resign.

A letter of resignation often includes:

• Statement of resignation
• Reason for leaving
• Dates
• Thank you
TYPES OF BUSINESS LETTERS
8. Thank you letters
A professional thank you letter is an important way to let colleagues,
employers, vendors or other business contacts know you value their
time or efforts.

A business thank you letter typically includes:

• A greeting
• Reason for gratitude with specific examples
• Details from your conversation
• A polite closing
TYPES OF BUSINESS LETTERS
9. Complaint letters
Complaint letters are usually sent by consumers to businesses when
they're unhappy with a service or product.

Components of a complaint letter include:

• A formal greeting
• A description of the purchase
• Explanation of the problem
• Specific request or resolution needed
TYPES OF BUSINESS LETTERS
10. Apology letters
An apology letter is an important tool in the workplace that
acknowledges a mistake, expresses regret and asks for the letter
recipient's forgiveness or patience.

An apology letter should include:

• An acknowledgement of the mistake
• A sincere apology
• Your plan to fix the problem
TYPES OF BUSINESS LETTERS
11. Office memorandum
An office memorandum or business memo is a short yet formal
document used for communication between the business and its
employees.

Office memos should include:

• A clear and straightforward subject
• The intent of the memo
• A breakdown of the information
TYPES OF BUSINESS LETTERS
12. Welcome letters
A welcome letter is a formal way of introducing a company or
employee and provides basic information to the recipient.

A welcome letter should include:

A warm greeting
Personalized information
• Important details to know about your business
TYPES OF BUSINESS LETTERS

13. Request letter

A request letter is a way to formally ask for something in the
workplace. You can use this letter to request a raise, a training class,
a recommendation or even a meeting to ask for a promotion.

Request letters should include:

• An explanation of the request
• Supporting documentation
• A deadline for response
TYPES OF BUSINESS LETTERS

14. Announcement letters

A business announcement letter is a letter sent out to employees,
vendors, customers or the press to declare something of note for the
company, such as a change of policy, an employee or management
change, a merger, a takeover, a product release or an event.

Announcement letters should include:

• An introductory paragraph with the announcement
• Additional details
• The specifics
TYPES OF BUSINESS LETTERS

15. Termination letters

A termination letter is a respectful yet effective way to dismiss an
employee from their current job.

Termination letters should include:

• Notification of termination date
• The reasons for termination
• Compensation and benefits going forward
• Next steps
BUSINESS LETTER
FORMAT
Business Letter Format

Full Block Format

In a full block business letter, every
component of the letter (heading,
address, salutation, body, salutation,
signature, identification, enclosures) is
aligned to the left. Also, first sentences
of paragraphs are not indented.
Standard format of any Business Letter
Business Letter Format
4. Reference
This gives a short description of what the purpose of the letter is. For
Modified Block
example, one might Format
write "lost invoice" or "account number 23654" or
something like that.
In a modified block business letter, the
heading, complimentary close, the
5. Salutation
signature, and identification aligned to the
If you Address,
right. do not know the person,
salutation, use aand
the body, more formal one, such as Dr. Brian
Lowden.
enclosures are aligned to the left. First
sentences of paragraphs are indented.
Business Letter Format

Semi-Block Format
The least used, style is semi-
block. It is much like the
modified block style except that
each paragraph is indented
instead of left justified.
Business Letter Format
Memo Format
In a memo form of business
correspondence, every component
of the memo is aligned to the left.
The following items should appear
in the order listed below:
Date:
To: (Name of the recipient)
From: (Your name; initials of
sender added in ink)
Subject: (Briefly explains the
purpose of the memo)
cc: (If applicable, copies sent to
another party)
Text:
Enclosure: (Optional)
USAGE AND APPEARANCE OF YOUR LETTER
Remember to proofread your letter for these items:
• Spelling of the receiver’s name
• Spelling of the receiver’s place of business
• Spelling elsewhere—including your own name and business
• Typing errors
• Correct dates
• Subject-verb agreement
• Pronoun reference and form
• Punctuation
Font
Another important factor in the readability of a letter is the font. The
generally accepted font is Times New Roman, size 12, although other fonts
such as Arial may be used. When choosing a font, always consider your
audience. If you are writing to a conservative company, you may want to
use Times New Roman. However, if you are writing to a more liberal
company, you have a little more freedom when choosing fonts.

Punctuation
Punctuation after the salutation and closing - use a colon (:) after the
salutation (never a comma) and a comma (,) after the closing. In some
circumstances, you may also use a less common format, known as open
punctuation. For this style, punctuation is excluded after the salutation and
the closing.
 MEMBERS:
Santiago, Mae
Pavillar, Lyn
Alis, Juria
Aloba, Mekyla
Anoba, Xhandra
Bernales, Charity
Jimenez, Ronalyn