Business Communications

Business Letters

Business Letter Format Ohana Foundation

 Learning Objectives

● Analyze letter content and select an

appropriate writing strategy.
● Write clear and concise letters.
● Identify and use appropriate salutations
for letters.

Business Letter Format Ohana Foundation

 Parts of a Business Letter

Letterhead Peerless Graphics

893 Dillingham Boulevard
Stony Plain, CA  95014
line 12 or 2 lines below letterhead

Dateline September 13, 200x

2 to 10 lines
Inside Mr. T. M. Wilson
Address Visual Concepts Enterprises
1256 Lumsden Avenue
Irvine, CA 92222
1 blank line
Salutation Dear Mr. Wilson:

Business Letter Format Ohana Foundation

 Parts of a Business Letter
(continued)

1 blank line
Subject Line SUBJECT: BLOCK LETTER STYLE
1 blank line

Body This letter illustrates block letter style, about

which you asked. All typed lines begin at the left
margin. The date is usually placed two inches
from the top edge of the paper or two lines below
the last line of the letterhead, whichever position
is lower.
In modified block style, the dateline and closing
lines are started at the center instead of at the
left margin.

Business Letter Format Ohana Foundation

 Parts of a Business Letter
(continued)

If a subject line is included, it appears two lines

below the salutation. The word SUBJECT is
optional. Most readers will recognize a
statement in this position as the subject without an
identifying label. The complimentary
close appears two lines below the end of the
last paragraph.
1 blank line

Complimentary Sincerely,
Close 3 blank lines

Business Letter Format Ohana Foundation

 Parts of a Business Letter
(continued)

Signature Mark H. Wong

Block Graphics Designer
1 blank line
Reference MHW:pil
Initials

Business Letter Format Ohana Foundation

Letter Salutations

Use individual’s name whenever possible.

● When no name is available, use the simplified

letter style, omitting a salutation.

● When no name is available and you cannot use

simplified style, rely on Ladies and Gentlemen
or Madams and Sirs.

Business Letter Format Ohana Foundation

Writing Plan for an Information
Request
● Opening: Ask the most important
question first or express a
polite command.
● Body: Explain the request logically
and courteously. Ask other
questions if necessary.
● Closing: Request a specific action with an
end date, if appropriate, and
show appreciation in advance.

Business Letter Format Ohana Foundation

Improving Openers for Routine
Request Letters
Weak:
I’ve been given the task of locating a convention
site for my company’s meeting. I’ve checked a
number of places, and your hotel looks possible.
Improved:
Will you please answer the following questions
regarding possible accommodations at the
Fairmont for a conference in May.

Business Letter Format Ohana Foundation

Improving Openers for Routine
Request Letters
Weak:
While reading Forbes magazine, I noticed an
offer of a free video describing your
organization.
Improved:
Please send me your free video describing your
organization.

Business Letter Format Ohana Foundation

Improving Openers for Routine
Request Letters
Weak:
I am conducting a training class for students of
photography at our San Francisco training
center, and I saw a picture that we would like to
use in our program.
Improved:
What is the procedure for ordering a copy of a
photograph to be used for training purposes?

Business Letter Format Ohana Foundation

Improving Closings for Routine
Request Letters

Weak:
Thanks for any information you provide.
Improved:
We would appreciate receiving answers to these
questions before April 4 so that we will have
plenty of time to plan our conference.

Business Letter Format Ohana Foundation

Improving Closings for Routine
Request Letters

Weak:
Hoping to hear from you at your earliest
convenience.
Improved:
Please send the video by August 15.

Business Letter Format Ohana Foundation

Improving Closings for Routine
Request Letters

Weak:
Thank you for your cooperation.
Improved:
Your answer to my inquiry will help me make my
printer choice. Thanks!

Business Letter Format Ohana Foundation

 Writing Plan for an Order
Request
● Opening: Authorize purchase of items.
Suggest method of shipping.
● Body: List items vertically. Provide
quantity, order number,
description, and unit price.
● Closing: Request shipment by a specific
date. Tell method of payment.
Express appreciation.

Business Letter Format Ohana Foundation

 Writing Plan for Simple Claim

● Opening: Describe clearly the desired

action.
● Body: Explain the nature of the claim.
Tell why the claim is justified.
Provide details regarding action
requested.
● Closing: End pleasantly with a goodwill
statement. Include end dating if
appropriate.

Business Letter Format Ohana Foundation

 Writing Plan for Granting a
Claim
● Subject Line
(optional): Identify previous correspondence.
● Opening: Grant request or announce adjustment
immediately.
● Body: Provide details about how you are
complying with the request. Try to regain
the reader’s confidence. Include resale or
sales promotion if appropriate.
● Closing: End positively with forward-looking
thought. Express confidence in future
business dealings.

Business Letter Format Ohana Foundation

 Business Letter Format

Good luck with

letter writing!
Business Letter Format Ohana Foundation