Letter Writing App JT

How to Write a Business Letter:

• 1. What is a Business Letter?
• 2. The Heading & Opening
• 3. The Letter Body
• 4. The Closing & Signature
• 5. Formatting & Tone

• ---

• Take the Final Quiz

Welcome to the Business Letter Course!

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Lesson 1: What is a Business Letter?

A business letter is a formal document used for communication between companies or between a company and an individual (like a customer, applicant, or vendor).

Unlike memos (for internal communication) or emails (which can be informal), a business letter is almost always **external**, **formal**, and often serves as an official record.

When to Use a Business Letter:

• Formal Requests: Asking for information, a reference, or service.
• Official Documents: Sending contracts, legal notices, or letters of agreement.
• Job Applications: Writing a cover letter to accompany a resume.
• Complaints & Adjustments: Formally addressing an issue with a product or service.
• Thank-You Notes: Sending a formal thank-you after an interview or important meeting.

Key Components (Overview)

A business letter has a very specific structure. We'll cover each part in the next lessons, but here is the basic order:

1. Your Contact Information (or Letterhead)
2. Date
3. Recipient's Contact Information (Inside Address)
4. Salutation (e.g., "Dear Ms. Jones:")
5. Body (The message)
6. Closing (e.g., "Sincerely,")
7. Signature (Handwritten)
8. Typed Name
9. Enclosures (if any)

Lesson 2: The Heading & Opening

The top of your letter sets the stage. It includes three main parts, each separated by a blank line.

1. Your Address & Date

Start with your own address (or your company's letterhead). Do not include your name here. After your address, skip a line and add the full date.

123 Main Street
Anytown, USA 12345
[Skip a line]
November 9, 2025
            

2. Recipient's Address (Inside Address)

Skip another line and enter the recipient's full contact information. Include their full name, professional title, company name, and address. Be as specific as possible.

[Skip a line]
Dr. Evelyn Reed
Director of Admissions
Global University
456 University Drive
Metropolis, USA 67890
            

3. The Salutation (Greeting)

Skip one more line and greet the recipient. Use their title (Mr., Ms., Dr.) and last name, followed by a colon (:).

• Correct: "Dear Dr. Reed:" or "Dear Mr. Johnson:"
• If name is unknown: "Dear Hiring Manager:" or "Dear Admissions Committee:"
• Avoid: "To Whom It May Concern:" (too vague) or using a comma (too informal).

Lesson 3: The Letter Body

The body is the main message of your letter. It should be clear, concise, and professional.

1. The Opening Paragraph

Just like a memo, get straight to the point. Your first paragraph should immediately state your reason for writing.

"I am writing to apply for the Graphic Designer position advertised on your website..."
            

2. The Middle Paragraph(s)

Use the next one or two paragraphs to provide the necessary details, context, or supporting arguments. Keep each paragraph focused on a single main idea.

"In my previous role at XYZ Corp, I led the redesign of the company's main product, which resulted in a 20% increase in user engagement. My resume, which is enclosed, provides further detail on my qualifications..."
            

3. The Final Paragraph

Your last paragraph should summarize your purpose and include a clear call to action.

"Thank you for your time and consideration. I have attached my portfolio for your review and look forward to the opportunity to discuss my qualifications in an interview."
            

Lesson 4: The Closing & Signature

The closing is a formal sign-off that maintains the professional tone of your letter.

1. The Formal Closing

Skip a line after the body and use a formal closing, followed by a comma (,).

• Standard choices: "Sincerely,", "Regards,", "Yours truly,"
• Avoid: "Best," (too informal), "Cheers," (too casual).

2. The Signature Block

Leave 3-4 blank lines after the closing. This space is for your handwritten signature (if you are printing the letter). After the blank space, type your full name.

3. Enclosures

If you are including other documents with your letter (like a resume, portfolio, or check), skip a line after your typed name and type "Enclosure" or "Enclosures".

Example:

...I look forward to the opportunity to discuss my qualifications.

[Skip a line]
Sincerely,

[Skip 3-4 lines for handwritten signature]

John Doe

[Skip a line]
Enclosure: Resume
            

Lesson 5: Formatting, Tone, & Best Practices

How your letter looks and sounds is just as important as what it says.

1. Use Block Format

The simplest and most common style is Block Format. This means:

• All text is aligned to the left margin.
• There are no indentations for paragraphs.
• Use a single blank line to separate paragraphs and sections (Date, Inside Address, etc.).

2. Maintain a Professional Tone

Your tone should be polite, respectful, and formal.

• DO: Use full words ("I am," "cannot") instead of contractions ("I'm," "can't").
• DO: Be direct and clear. Avoid overly complex language or jargon.
• DON'T: Use slang, emojis, or overly casual language.
• DON'T: Be overly emotional, angry, or demanding, even in a complaint letter.

3. Proofread. Then Proofread Again.

A business letter is a permanent record. A typo or grammar mistake can make you look careless and unprofessional. Read your letter multiple times, checking for:

• Spelling and grammar errors.
• Correct spelling of names, titles, and company names.
• Correct dates and addresses.
• Consistent formatting.

Final Quiz: Test Your Knowledge

1. When is a business letter more appropriate than an email?

When sending a quick, informal question to a colleague. When sending a formal document like a cover letter or legal notice. When you need an immediate, real-time response.

2. What is the "inside address" in a business letter?

Your own address at the top. The recipient's full name, title, and address. The company's website or email address.

3. Which is a correct, formal salutation in a business letter?

"Hey John," "Dear Mr. Smith:" "To Whom It May Concern,"

4. What is "Block Format"?

All text is aligned to the left, with no indents. Each paragraph is indented, and the text is centered. The text is written in all capital letters.

5. Where should the main point of the letter be stated?

In the first paragraph. In the last paragraph, as a summary. Only in the subject line (which business letters don't have).

6. What is the correct order for the closing section?

Typed name, handwritten signature, "Sincerely," "Sincerely," handwritten signature, typed name. "Sincerely," typed name, handwritten signature.

7. What does "Enclosure" at the bottom of a letter mean?

The letter is confidential. The letter is a copy of another letter. Another document (e.g., a resume) is included with the letter.

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