When Do You Write a Business Letter?
When a permanent record is required
 When formality is necessary
 When the message is necessary

Types of Business Letters:
1. Requests
2. Replies
3. Goodwill messages.
Characteristics of Good Letters:

Clear Content – Short sentences,
transitional expressions, and familiar words.

Goodwill Tone – Points out reader benefits.

Correct Form – Sends silent but positive
message.
Block Style:

The dateline, inside address, and body are set
flushed left.

The letter is centered on the page.

Margins: 2.5 to 4 cm

Do not justify right margins.

Single spaced paragraphs; Double space between
paragraphs.
Modified Block Style:
Body: Left-justified and single-spaced
 The date and closing are in alignment in the
center of the page.

Semi Block Style:

Each paragraph is indented instead of
left justified.
Routine Letters: Guffey’s 3x3
Writing Process

Phase 1: Analysis, Anticipation, Adaption
 Determine purpose, anticipate reaction, visualize audience.

Phase 2: Research, Organization, Composition
 Collect information and organize possible points.

Phase 3: Revision, Proofreading, Evaluation
 Revise for clarity correctness, and effectiveness.
Routine Letters: Request

Request for Information or Action
 Opening: State the main idea.
 Body: Explain and justify the request
 Closing: Request action, avoid overused endings
 Show appreciation by maintaining a courteous
tone.
Routine Letters: Request

Order Letters
 Opening: Authorize the purchase.
 Body: Specifies items or services, quantities,
dates, prices, and payment method.
 If you are ordering many items, list them vertically.
 Closing: Tell how you plan to pay.
Routine Letters: Request

Direct Claims
 Opening: State purpose of request
 Present a clear statement of the problem
 Body: Explain objectively with specifies of claim.
 Closing: Request for action
 Include an end date if applicable.
Routine Letters: Direct Replies

Complying with Requests
 Opening: Frontload with main idea
 Body: Arrange information logically
 Closing: End with a cordial, personalized
statement.
 Tell the reader how to proceed.
Routine Letters: Direct Replies

Letters of Recommendation
 Opening: Identify information of the candidate
 Body: Include supporting statements with details.
 Closing: Make an overall ranking of the candidate.
 Provide a telephone number for more information
Routine Letters: Direct Replies

Granting Claims and Making Adjustments
 Opening: Comply with the customer’s claim.
 Body: Win back the customer’s confidence.
 If you do apologize, do it briefly.
 Closing: Be positive and complement writer.
Goodwill Messages

General Guidelines (The five S’s)
 BE .. Selfless, Specific, Sincere,
Spontaneous, and keep the message Short.

Answering Congratulatory Messages
 Send a brief note expressing your
appreciation
 Accept praise gracefully i
Goodwill Messages

Giving Thanks
 Gift thank you: Identify the gift and relate to it.
 Favor thank you: Be sincere, express the
actual value of the favor
 Hospitality thank you: Offer praise by
complementing.
Goodwill Messages

Extending Sympathy
 Loss or tragedy: Refer directly but
sensitively
 Deaths: praise the deceased
 Offer assistance by suggesting your
availability.