Business Letters

Business letters are usually needed for any business communications outside your organization, and for new associates and customers inside your organization. The most important thing to remember is to always build goodwill, to give readers a good impression. Put yourself in the reader’s position and see how you would react to the letter. Be respectful, modest, polite, and tactful.

A good news business letter should start with the main point/good news, continue with an explanation of the details, and end with a goodwill closing. Last, you should always make sure it is formatted correctly.

Here is an example of a good business letter in the correct format:
-------------------------------------------------------------------------------------------------

April 4, 2009

Ms. Sheila Bolduc-Simpson
263 Washington Drive
Pennsville, NJ 08070

Dear Ms. Bolduc-Simpson:

Would you be willing to share your knowledge and experience with Writer’s WeBlog? Cyndi Jones recommended you as somebody we should talk to because of your knowledge and skills in professional writing.

As you know, the Writers WeBlog team is gathering information, through interviews and research, on skills needed to be a professional writer. We are combining what we learn to create a blog filled with useful information, videos, tips, and links that can assist everyday business writers in improving their skills.

We would like to incorporate your knowledge into our project. If you choose to participate we will ask a series of questions about your experience in the professional writing career. Interviews take about thirty minutes and are scheduled at your convenience.

I hope you are interested. I’ll call you next week to discuss the interview, but feel free to contact me any time if I can answer any questions.

Thank you,

Shelby Caple

Shelby Caple
Project Coordinator
Writers WeBlog
239-555-5555
slcaple@fgcu.edu

-------------------------------------------------------------------------------------------------




When writing a negative business letter you should be careful not to harm the professional image of your company. It is just as easy to write a nice refusal, than a rude one. This specific order helps accomplish that: First the context or “buffer”, next explanation, THEN bad news, and last goodwill. Here is an example from Writing That Works: Ninth Edition, by Walter E. Oliu:
-------------------------------------------------------------------------------------------------

November 9, 2006

Ms. Barbara L. Mauer
157 Beach Drive
San Diego, CA 92113

Dear Ms. Mauer:

Thank you for your time and effort in applying for the position of records administrator at Southtown Dental Center.

Because we need someone who can assume the duties here with a minimum of training, we have selected an applicant with over ten years of experience.

I am sure that with your excellent college record you will find a position in another office.

Sincerely,

Mary Hernandez


-------------------------------------------------------------------------------------------------

Here are some great links to help out on your business writing excursions:

http://www.writinghelp-central.com/sample-letters-business.html

http://www.writeexpress.com/writing-business-letters.html