When it’s time to write a business letter, you have many
resources at your fingertips. You can open your favorite browser and search
for a ready reference, or simply open Word and use a template. In case you're ready to commit these steps to memory for use in your cover letter to potential employers, here are some tips from the Neumont Writing Center.
Of course don't forget the biggest: Write, Simplify, Review, Repeat!
Task 1: “Remembering Basic Formatting”
1A: Think about
a business letter you have written or that you have read in the last few
weeks. Without looking or searching, identify the first block of text
that should appear first in every business letter. What is it?
Answer:
It
depends. If you are not using letterhead, the first block of text that
should appear in every business letter is the sender’s address (include
only the street address, city, and zip code). If you are using
letterhead, this information is already contained in letterhead—no need for
redundancy here!
1B: Name what
comes after the sender’s address (or the letterhead).
Answer:
The
date. For example: November 13, 2012.
1C:
Now
for a more challenging task—describe what block of text follows the date.
Answer: The “inside
address” or recipient’s address is situated below the date. It’s always
best to write to a specific person—even if it requires a visit to the company
website or for you to make a call.
1D: Following
the inside address, business letter writers should include the
salutation. What name should writers include in the salutation?
Answer:
Well,
the recipient—right? If you know the recipient, it’s acceptable to use
the person’s first name followed by a colon (for example—Dear John:). In
all other cases, use the person’s full name and title followed by a
colon.
Task 2: “What a Body!”
2A:
Think
about and list the qualities of the body of a superior business letter.
Compare your thoughts with the following:
For block and modified block formats,
single space and left justify each paragraph within the body of the letter.
Leave a blank line between each paragraph. When writing a business letter, be
careful to remember that conciseness is very important. In the first paragraph,
consider a friendly opening and then a statement of the main point. The next
paragraph should begin justifying the importance of the main point. In the next
few paragraphs, continue justification with background information and
supporting details. The closing paragraph should restate the purpose of the
letter and, in some cases, request some type of action (Booher, 2011, p. 76).
Task 3: “Closing Out and Taking Away”
When
closing a business letter, capitalize the first word only (for example:
Thank you,) and leave four lines between the closing and your signature.
3A: As you prepare to close this e-mail
and go on with your work, think about what you can do to make your business
letter writing more effective. The next time you have the opportunity to
write a business letter, make a plan to incorporate these ideas.
