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Module 7

This document outlines the objectives and structure of business letters, emphasizing their importance in professional communication. It details the required format, including sections such as contact information, salutation, body, and closing, while providing guidance on writing effective business letters. The purpose of business letters includes informing, requesting, and formalizing decisions in a clear and respectful manner.

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11 views7 pages

Module 7

This document outlines the objectives and structure of business letters, emphasizing their importance in professional communication. It details the required format, including sections such as contact information, salutation, body, and closing, while providing guidance on writing effective business letters. The purpose of business letters includes informing, requesting, and formalizing decisions in a clear and respectful manner.

Uploaded by

rheajaneencontro43
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Lesson Title: Business

Letters
Lesson Objectives:

At the end of this module, you should be able to:

1. Rephrase the concept of business letters;


2. List the importance of business letters in companies
and in police
business transactions; and
3. Write a business letter.
A business letter.
A business letter, a formal document for transactions,
with a much defined format, includes contact information, a
salutation, a body, a complimentary close, and a signature.
Business letters are formal paper communications between,
to or from businesses and usually sent through an email or a
courier.

A business letter is a formal document used for


communication between businesses or individuals. It follows
a specific format, including contact details, a salutation, the
main message (body), a closing phrase, and a signature. It is
The purpose of business
letters
A business letter is a formal document often sent from one company to another
or from a company to its clients, employees, and stakeholders, for example. Business
letters are used for professional correspondence between individuals, as well. There
are many other reasons why you may need to write business letters or other
correspondence. These are variably, to persuade, inform, request, express thanks,
remind, recommend, apologize, congratulate, reject a proposal or offer, introduce a
person or policy, invite or welcome, follow up, or to formalize decisions.
A business letter is a formal way of communication used to share information
between companies, employees, clients, or stakeholders. It can be written to inform,
request, thank, apologize, recommend, invite, follow up, or make decisions officially.
It’s a professional document for clear and respectful communication.
Business Letter Format. Sections of a Business Letter
Each section of your letter should adhere to the appropriate format:
1) Your Contact Information - Your Name, Your Job Title, Your Company, Your Address, City,
State Zip Code, your Phone Number, your Email Address
2) The Date - The date you're penning the correspondence
3) Recipient’s Contact Information - Name, Title, Company, The Company’s Address, City
4) The Salutation
a. Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
b. Use the formal salutation “Dear Mr. /Ms. /Dr. [Last Name],” if you do not know the recipient.
c. Use “Dear [First Name],” only if you have an informal relationship with the recipient.

1. Your Contact Information:This is about you. Include your name, job title, company
name, address, phone number, and email. This helps the recipient know who the letter
is from.
2. The Date:Write the date you are sending the letter. It shows when the letter was
written.
3. Recipient’s Contact Information:This is about the person you’re writing to. Include
their name, title, company name, and company address. This ensures the letter
reaches the right person.
4. The Salutation:This is how you greet the recipient:
a. Use "To Whom It May Concern" if you don’t know who you’re writing to.
b. Use "Dear Mr./Ms./Dr. [Last Name]" if you know their last name but not well
5) The Body
Use single-spaced lines with an added space between each paragraph, after the salutation, and
above the closing. Keep the opening paragraph brief. You can start with, “I am writing in reference
to…” and from there, communicate only what you need to say. The subsequent paragraphs
should include information that gives your reader a full understanding of your objective(s) but
avoid meandering sentences and needlessly long words. Again, keep it concise to sustain their
attention. If your intent is to persuade the recipient in some way, whether it's to invest money, give
you a reference, hire you, partner with you, or fix an issue, create a compelling case for your
cause.
6) Closing Salutation
Keep your closing paragraph to two sentences. Simply reiterate your reason for writing and thank
the reader for considering your request. Some good options for your closing include: Respectfully
yours, Yours sincerely, Cordially, Respectfully
If your letter is less formal, consider using: All the best, Thank you, Regards

Explanation on the next slide….


5. The Body: This is the main part of your letter.
a. Use single-spacing for sentences and leave a blank line
between paragraphs.
b. Start with a short opening like, "I am writing about..." and
then explain why you're writing.
c. Provide clear, specific details about your purpose without
using long or complicated sentences.
d. If you want to persuade the reader (e.g., to help, invest, or
solve a problem), present strong, clear reasons to convince
them.
5. Closing Salutation:
e. End with a short paragraph of 1-2 sentences. Summarize
why you're writing and thank the reader for their time or
help.
f. For formal letters, use closings like "Respectfully yours,"

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