how to write a business letter sample by markhardigan

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									                   How to Write A Business Letter



      When you might need to write a business letter: As a student, there are
occasions when you may wish to write a business letter. Some instances might be:

* to get information for an assignment
* to apply for a job
* to express your opinions

For example, you might want to write a letter to the editor of a newspaper, or perhaps to a
local business or organization stating your feelings about a particular issue or as in the
assignment you are to complete, you may need to invite a guest speaker to participate in
an online discussion regarding a particular subject. Whatever your purpose for writing is you
need to make sure you:

* Set your letter up in a proper business-like manner. Most business letters use what
   is called a Block Format. This style suits almost any formal or business letter you
   write. This makes a letter easy to read. You will be using the Block Format
  for this assignment.

* Get to the point quickly and stick to the issue at hand.

* Be clear, concise, and reasonable, giving facts and figures where necessary.

* Be polite. Even when you have a strong objection to an issue or situation, you will
  get further with good manners than with rudeness.




      Parts of the Business Letter: Please use the following information as a reference
for when you are reading the Formats of a Business Letter information below.

1. Heading
The heading consists of your address and the date.

501 Spring Street
Regina SK R3T 4N7
January 3, 1997

                                 Please continue to scroll.
1. Heading
The heading consists of your address and the date.

501 Spring Street
Regina SK R3T 4N7
January 3, 1997

2. Inside Address
The inside address consists of the name and address of the person to whom you are
writing. It usually appears four lines below the heading if a word processor is used, or one
line below if it is hand-written.
Sam Hunt
Director
The Knitting Mill
1409 3 Avenue
Toronto ON L3V 7O1

3. Salutation
The most traditional salutation or greeting for a business letter is Dear followed by Mr., Ms.,
Mrs., or Miss and the person’s last name, and ending with a colon.

Dear Mr. Smith:
Dear Ms. Black:
Dear Mrs. Brown:
Dear Miss Green:

4. Body

The body is the main part of the letter in which you write what you have to say to the
person. Skip one line after the salutation.

• Be concise. Ensure that sufficient information is given so that your purpose is clearly
understood, and your request well received.
• Business letters are usually formal, so the language that you use should also be formal.

5. Closing
The closing is the ending to your letter. It appears at the bottom of the letter, directly under
the body. Only the first word in the closing should be
capitalized. It is always followed by a comma.

Yours truly,
Sincerely,



6. Signature
The signature is your full name signed. Your signature should appear directly below the
closing. It should always be written in ink.

7. Your name printed

8. Commonly Used Abbreviations for Provinces and Territories
                                 Please continue to scroll.
6. Signature
The signature is your full name signed. Your signature should appear directly below the
closing. It should always be written in ink.

7. Your name printed

8. Commonly Used Abbreviations for Provinces and Territories

Province                 Symbol

Alberta                     AB
British Columbia           BC
Manitoba                   MB
New Brunswick              NB
Newfoundland              NF
Northwest Territories     NT
Nova Scotia                NS
Ontario                    ON
Prince Edward Island      PE
Quebec                      QC or PQ
Saskatchewan              SK
Yukon                       YT




       Formats of a Business Letter: There are three basic business letter formats. Any
of the following formats is appropriate and acceptable for the Grade 9 Achievement test.
What is most important is that students choose one format and use it consistently, so that
the overall appearance of the letter is attractive. Therefore, I would like you to use the
Block Format for this assignment and any other business letter assignment I
give in the future. By the time you reach grade 9 and have to write a business letter on
the Achievement test, you will be extremely familiar with one style.




1) The Block Format. In this format, all parts of the letter run along the left
side of the page (margin). No paragraphs in the body are indented. Please use the
information above as a reference in case you are unsure of what the different parts entail.
For example, if you forget what to include in “1 Heading (Your address and date)” please
refer back to “Heading” in “Parts of a Business Letter.”


                               Please continue to scroll.
1) The Block Format. In this format, all parts of the letter run along the left
side of the page (margin). No paragraphs in the body are indented. Please use the
information above as a reference in case you are unsure of what the different parts entail.
For example, if you forget what to include in “1 Heading (Your address and date)” please
refer back to “Heading” in “Parts of a Business Letter.”

        Please use this format for the assignment.
____________ 1       Heading (Your address and date)
____________
____________


____________2    Inside Address (Name and address of person to whom you are writing)
____________
____________


____________ 3 Salutation    (Greeting)


________________________________________________ 4 Body (What you have to say)
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________


____________ 5 Closing (The ending to your letter)

____________ 6 Signature (Your full name signed) This may be done by pasting your
                                                    work on a DRAW or PAINT
                                                   document.

____________ 7 Your name printed




     **The following letter is an example of a Block Format business letter:**

Please note: the topic of this example letter is different than the topic you have
been assigned.


40 Withrow Drive
Bathurst, NB B6B IT1
April 30, 1999
                               Please continue to scroll.
40 Withrow Drive
Bathurst, NB B6B IT1
April 30, 1999

Ms. Nathalie Canossa
Manager
John Lee Nurseries Limited
1125 Main Street North
Bathurst NB B6B 1TI

Dear Ms. Canossa:

Our school is having an "Environment Day" next month to make everyone in our community
aware of how unjust and unfair we are being to each other and to future generations if we
don't stop polluting the earth. We will be demonstrating ways each person can help
improve the environment.

Our grade seven class is researching alternatives to herbicides and pesticides in home
gardening and I understand your company has been actively involved in promoting and
using the compost method of fertilizing. I would appreciate it if you would be able to
participate in a chat session with the grade seven class of Holy Family CyberHigh. We
would appreciate it if you could meet us online at a time of your convenience to answer our
questions regarding composting. Please contact me at 567-8910 or www.joe.clean.com
between 8:00 am to 9:00 pm Monday - Friday to confirm a plan.

Sincerely,

(Joe’s signature would go here.)

Joe Clean


Please Note: Please be sure to space your business letter exactly how it is done in this
example. Within each part of the letter the lines are single spaced and between the parts
there is a double space. For example: You notice a single space between the lines in the
“Inside Address”, however, there is a double space before the “Salutation.” In the body of
the letter there is a double space between paragraphs.

Also, there are no hyphens in the postal codes and you need to use the correct
abbreviations for the provinces. (Please refer to the list provided in “Parts of a Business
Letter.”)



2) The Modified Block format. In this format, the heading and the
closing and signature run along the right margin. All the other parts run along the left margin.

      Please be aware of this form. Please do not use it for this assignment.



                                      Heading (Your address and date)      1 _____________
                                 Please continue to scroll.
2) The Modified Block format. In this format, the heading and the
closing and signature run along the right margin. All the other parts run along the left margin.

      Please be aware of this form. Please do not use it for this assignment.



                                      Heading (Your address and date)       1 _____________
                                                                              _____________
                                                                              _____________

____________2      Inside Address (Name and address of person to whom you are writing)
____________
____________


____________ 3 Salutation       (Greeting)


________________________________________________ 4 Body (What you have to say)
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________

                                     Closing (The ending to your letter)     5 _____________

                              Signature (Your full name signed)            6 _____________

                                                     Your name printed        7 _____________




3) The Semiblock Format. This format is the same as the block format,
except that the paragraphs in the body are indented.

      Please be aware of this form. Please do not use it for this assignment.

____________ 1        Heading (Your address and date)
____________
____________


____________2      Inside Address (Name and address of person to whom you are writing)
____________
____________


____________ 3 Salutation       (Greeting)
                                 Please continue to scroll.
____________ 3 Salutation   (Greeting)


             ________________________________________________ 4 Body
___________________________________________________
___________________________________________________
___________________________________________________

                 _________________________________________
___________________________________________________
___________________________________________________-


____________ 5 Closing (The ending to your letter)

____________ 6 Signature (Your full name signed) This may be done by pasting your
                                                    work on a DRAW or PAINT
                                                   document.

____________ 7 Your name printed




                             Please continue to scroll.

								
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