Business Letter

PREPARED BY: MELISSA D. CALDERON

SHS & COLLEGE TEACHER
What is a Business Letter?

►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.
What to include…

❑ Information of the sender/writer

❑ The Date
❑ Information of the receiver/reader
❑ Salutation
❑ The Body
❑ Closing
❑ Your Signature
Your Contact Information
•Your Name
•Your Job Title
•Your Company
•Your Address
•City, State Zip Code
•Your Phone Number
•Your Email Address

The Date
•The date you're penning the correspondence
Recipient’s Contact Information
► Their Name
► Their Title
► Their Company
► The Company’s Address
► City, State Zip Code

The Salutation
► Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
► Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the
recipient.
► Use “Dear [First Name],” only if you have an informal relationship with the recipient.
► The Body
► Use single-spaced lines with an added space between each paragraph, after
the salutation, and above the closing.
► Left justify your letter (against the left margin).

► 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
► Best
► Thank you
► Regards

Your Signature
► Write your signature just beneath your closing and leave four single spaces
between your closing and your typed full name, title, phone number, email
address, and any other contact information you want to include. Use the format
below:
► Your handwritten signature
► Typed full name
Title
7 Characteristics of Effective Business
Letters
1. It omits needless words.
2. It omits useless humor.
3. It focuses on “you” (the reader) and not you (the writer).
4. It is addressed to a real person.
5. It has the appropriate tone.
6. If and when necessary, it asks for the order.
7. It provides your contact information.
 Format of a Business Letter

Block Form and Indented Form Formats

This is a more formal type of business
letter: no indentations and everything is
on the left.
Modified Block Formatting
There are still no indentations, but everything
doesn’t line up on the left. It’s just a bit less
formal.
Semi-block Formatting
This is pretty much a block format, but the
paragraphs have indentations. If you’re debating
whether to use block or modified block format
(or simply hate looking at paragraphs without
indentations), semi-block is a nice compromise.
Three Common Resume Formats

1.Chronological: Classic format that lists your work

experience in order, starting with the most recent.
2.Functional: Emphasizes qualifications and
accomplishments instead of specific jobs, but isn’t
recommended.
3.Hybrid: Modern format where skills and highlights go at
the top before a detailed work history.
1. CHRONOLOGICAL
RESUME FORMAT
► Contact Information
► Work Experience
► Education:
2. FUNCTIONAL RESUME
FORMAT
⮚ Contact Information
⮚ Qualifications
⮚ Skills
⮚ Additional Sections
⮚ Professional Experience
⮚ Education
3. HYBRID RESUME FORMAT
⮚ Contact information
⮚ Summary Statement
⮚ Skills
⮚ Professional Experience
Application Letter Format
► Contact Information
Name
Address
City, State Zip Code
Phone Number
Email Address
► Date
► Employer Contact Information (if you have it)
Name
Title
Company
Address
City, State Zip Code
► Salutation
Dear Mr./Ms. Last Name, (leave out if you don't have a contact)
► Body of Application Letter
The body of your application letter lets the employer know what position you are applying for, why the employer
should select you for an interview, and how you will follow up. See below for a paragraph-by-paragraph breakdown
of the body of the letter.
❑ First Paragraph
The first paragraph of your letter should include information on why you are writing. Mention the job you are
applying for and where you found the job listing. Include the name of a mutual contact, if you have one. You might
conclude by briefly and concisely saying why you think you are an ideal candidate for the job.
❑ Middle Paragraph(s)
The next section of your application letter should describe what you have to offer the employer. It can be a single
paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to
break up the text. Remember, you are interpreting your resume, not repeating it.
❑ Final Paragraph
Conclude your application letter by thanking the employer for considering you for the position. Include information
on how you will follow up.
► Complimentary Close (examples)
Sincerely,
Signature (for a hard copy letter)
Typed Signature
Email Letter