business letter assignment high school

Teach teens how to write a business letter

by Kim Kautzer | Sep 18, 2017 | High school , Resources & Links

In WriteShop II , we teach students how to write a letter to the editor of a newspaper. The example composition in the student workbook urges the governor, by way of a letter to the editor, to take action on a bill. With a few word changes, the letter could just as easily address the governor himself.

The point of the lesson, of course, is to help students articulate a concern and seek or suggest action . The audience can be a member of any political, social, or commercial group as long as the student is learning how to address such a person with polite conviction.

Who’s the Audience?

But if your teens need an audience for their letters, and the daily newspaper isn’t the outlet that seems to work for them, you might suggest a different audience. Some ideas that spring to mind:

• City council member
• State legislator
• State representative
• Owner or developer of a property (eyesore, maintenance issues, health or safety concerns…)
• Owner of a local business
• President or CEO of a corporation
• College or university admissions department
• Chamber of Commerce (to request brochures or travel information)

If you shift away from the letter to the editor and instead have your students address their letter to one of the above-suggested recipients, consider teaching them  how to format a business letter . Since WriteShop doesn’t teach business-letter structure, this would be an added tool in their writing belt .

When to Write a Business Letter

• To praise a product, service supplier, or staff person
• To compliment a speaker
• To compliment or praise an author
• To praise someone for an achievement
• To complain about poor product quality or poor service
• To ask for political or social action or change
• To write a letter of recommendation
• To request information

Would you like to teach the business letter to your kids? Here’s a link to a site that models several kinds: WriteExpress.com (Business Letters)

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The Correspondence Project: A Lesson of Letters

• Resources & Preparation
• Instructional Plan
• Related Resources

Students practice writing effective letters for a variety of real-life situations, such as responding to a prompt on a standardized test, corresponding with distant family members, or communicating with a business. They begin by reviewing the differences between business and friendly letter formats, using examples and a Venn diagram. Next, students write two letters, choosing from a list of prompts that include letters for varying audiences and purposes. After completing drafts and revisions, students complete their final versions using an online tool.

Featured Resources

Letter Generator : This online tool allows students to read about the parts of a letter. They can then write and print their own friendly or business letter. Interactive Venn Diagram : Use this online tool to organize ideas for a compare and contrast essay, or while reading to compare and contrast two works of literature.

From Theory to Practice

In Both Art and Craft: Teaching Ideas That Spark Learning , Diana Mitchell explains that teaching is "about gently uncovering ways for students to find their way into the learning by making connections within themselves" (23). Students are more likely to "find their way into learning" when assignments have clear application to real-world tasks. As Mitchell explains it, these types of assignments, "have a ‘nowness' about them; there is a reason for an importance to doing them at this point in time" (24). In addition, personal connections are made more easily when students have a degree of choice within a writing assignment. Mitchell triumphs assignments that "are fun and interesting," as well as those that "provide lots of possibilities and tap into . . . imagination" (24). In that spirit, this lesson in letter writing provides a functional application for writing and, at the same time, encourages students to make personal connections through a variety of letter topics. Further Reading

Common Core Standards

This resource has been aligned to the Common Core State Standards for states in which they have been adopted. If a state does not appear in the drop-down, CCSS alignments are forthcoming.

State Standards

This lesson has been aligned to standards in the following states. If a state does not appear in the drop-down, standard alignments are not currently available for that state.

NCTE/IRA National Standards for the English Language Arts

• 3. Students apply a wide range of strategies to comprehend, interpret, evaluate, and appreciate texts. They draw on their prior experience, their interactions with other readers and writers, their knowledge of word meaning and of other texts, their word identification strategies, and their understanding of textual features (e.g., sound-letter correspondence, sentence structure, context, graphics).
• 4. Students adjust their use of spoken, written, and visual language (e.g., conventions, style, vocabulary) to communicate effectively with a variety of audiences and for different purposes.
• 5. Students employ a wide range of strategies as they write and use different writing process elements appropriately to communicate with different audiences for a variety of purposes.
• 6. Students apply knowledge of language structure, language conventions (e.g., spelling and punctuation), media techniques, figurative language, and genre to create, critique, and discuss print and nonprint texts.
• 8. Students use a variety of technological and information resources (e.g., libraries, databases, computer networks, video) to gather and synthesize information and to create and communicate knowledge.
• 11. Students participate as knowledgeable, reflective, creative, and critical members of a variety of literacy communities.
• 12. Students use spoken, written, and visual language to accomplish their own purposes (e.g., for learning, enjoyment, persuasion, and the exchange of information).

Materials and Technology

Computers with Internet access for student use

• Contemplating Correspondence
• Contemplating Correspondence Key
• Correspondence Project Prompts
• Business and Friendly Letter Samples
• Rubric for Correspondence Project
• Venn Diagram

Preparation

• Review the Correspondence Project Prompts and determine the requirements for the class. Decide on the number of letters students will write as well as any letters that you will require. You may wish to choose specific prompts to ensure that students write at least one letter using business format and one using friendly format. You can also require 2 letters and allow students to choose additional letters freely.
• Venn Diagram handout (if computer access is not available)
• Make one copy of the Contemplating Correspondence Key for yourself.
• Make overhead transparencies of the Business and Friendly Letter Samples and the Venn Diagram handout (needed only if computer access is not available).
• Test the interactive  Venn Diagram and Letter Generator on your computers to familiarize yourself with the tools and ensure that you have the Flash plug-in installed. You can download the plug-in from the technical support page .

Student Objectives

Students will

• review examples of business and friendly letters.
• compare business and friendly letter formats.
• write letters in response to specific writing prompts.
• apply knowledge of language structure and conventions.
• adjust their use of writing conventions, style, and vocabulary for a variety of audiences and purposes.

Session One

• Distribute copies of the Contemplating Correspondence sheet.
• Explain that most questions have more than one “correct” answers. Suggest that students leave any questions that they are unsure about blank and return to them after the class discussion of the sheets.
• Allow students a few minutes to respond.
• Review the students' responses to the Contemplating Correspondence sheet, using the questions as a springboard for a brief class discussion about writing letters. Refer to the Contemplating Correspondence Key to ensure students recognize the most basic details.
• Tell students that they will be completing a letter writing project. Before writing the letters, however, they will review standard business and friendly letter formats.
• Discuss the difference between the friendly letter format and a friendly tone. Explain that people can use the friendly letter format for letters that have a more formal tone (e.g., a condolence letter to someone the author does not know well).
• Share the Friendly Letter Sample by distributing copies to students, and displaying the sample using an overhead transparency.
• Have students take turns reading the body of the letter aloud.
• Identify the main parts of a friendly letter (heading, greeting, body, closing, and signature) by allowing student volunteers to take turns using a non-permanent transparency marker to label each of the five main parts. Ask students to label their handouts in the same manner.
• Use Writing the Basic Business Letter from the Purdue OWL to supplement the discussion of the parts of letters.

Session Two

• Review the information covered in Session One by asking students what they remember about friendly letter format.
• Tell students that during this session, they will be reviewing business letter format.
• Ask students if business letter format is for use only by businesses. Use student responses as a springboard for discussion on the various uses for business letters (e.g., applying for employment, expressing a consumer complaint to company).
• Share the Business Letter Sample by distributing copies to students and displaying the sample by using an overhead transparency.
• Identify the main parts of a business letter (heading, inside address, greeting, body, closing, and signature) by allowing student volunteers to take turns using a non-permanent transparency marker to label each of the six main parts. Instruct students to label their handouts in the same manner.
• Again, you can use Writing the Basic Business Letter from the Purdue OWL to supplement the discussion of the parts of letters.
• Discuss the differences between the full-block and modified-block formats. Point to the additional sample letters from the Purdue OWL or Sample Complaint Letter to discuss the formats.
• Have students compare friendly and business letter formats using the interactive Venn Diagram . Teachers also may wish to have students complete a separate Venn Diagram to compare and contrast full-block and modified-block formats. If computer access is not available, distribute copies of the Venn Diagram handout to students and display the diagram using an overhead transparency. Allow students to complete the diagram together by allowing student volunteers to take turns using a non-permanent transparency maker to identify common and dissimilar traits between the two letter formats. Students should follow along by filling in their own diagrams on their handouts.
• Distribute the Correspondence Project Prompts and the Rubric for Correspondence Project to students. Explain the requirements you have chosen for the project, giving students details on the number of letters they should write and any required prompts they must respond to.
• Review the Rubric for Correspondence Project and ensure that students understand the expectations for the project.
• In the remaining time, have students begin the process of choosing letters to write and drafting their correspondence. Explain that students will continue this work during the next class session.

Session Three

• Review the Correspondence Project Prompts and the Rubric for Correspondence Project . Answer any questions regarding the project.
• Tell students that the goal for this session is to complete drafts of at least two letters.
• Make newspapers, scissors, and tape available to students for use with the first prompt (a job application letter).
• Circulate among students as they work, and assist as needed.
• Students who require extra time to complete their drafts should do so as homework.

Session Four

• Check for completion of at least two letters.
• Review the Correspondence Project Prompts and the Rubric for Correspondence Project .
• Tell students that the goal for this session is to complete drafts for the remaining letters.
• Students who require extra time to complete their letters should do so as homework.
• Ask students to bring all completed drafts with them to the next class session.

Session Five

• Review the Rubric for Correspondence Project .
• Introduce students to the interactive Letter Generator , and explain that they will be revising their drafts and using this tool to create final versions of their work.
• Allow students time to revise their drafts. Revision options are endless and open to teacher preference. Students may proofread and revise independently, through “pair and share” edit sessions with classmates, or by basing revisions on teacher remarks and comments if the teacher wishes to collect the drafts prior to Session Five and return them with comments at the beginning of the session.
• Students should complete their draft revisions and create final versions using the interactive Letter Generator .
• If needed, add a sixth session to the lesson to allow students time to complete their letters using the interactive Letter Generator .
• Communicating on Local Issues: Exploring Audience in Persuasive Letter Writing
• Draft Letters: Improving Student Writing through Critical Thinking
• E-pals Around the World
• Exploring Literature through Letter-Writing Groups
• Persuading an Audience: Writing Effective Letters to the Editor
• Worth Its Weight: Letter Writing with “The Things They Carried”
• Consider introducing pen pals or “key pals” into your classroom community. Many programs are available online and can easily be located through most of the popular search engines using the keyword search “school pen pals.”
• Depending on the grade and skill level of students, a mini-lesson on properly addressing an envelope and folding a letter might be a worthwhile addition to this project.
• Use the online interactive Postcard Creator as a lesson extension or letter alternative. Many of the friendly letter prompts would adapt easily to a postcard format.
• The EDSITEment lesson I'm Gonna Sit Right Down and Write Someone a Letter offers a collection of historically significant letters and can provide a useful extension to this lesson.

Student Assessment / Reflections

• Assess students’ understanding of the purposes and formats of business and friendly letters through observation and anecdotal notes of student participation during classroom discussions.
• Assess students’ use of interactive tools through observation and anecdotal notes of student work while using the interactive tools.
• Check for proper completion of the interactive Venn Diagram contrasting letter formats.
• Use the Rubric for Correspondence Project to assess the letters students have written.
• Student Interactives
• Calendar Activities

The Letter Generator is a useful tool for students to learn the parts of a business or friendly letter and then compose and print letters for both styles of correspondence.

The Postcard Creator helps students learn to identify all the typical parts of a postcard, and then generate their own postcard messages by typing information into letter templates. After printing their texts, students can illustrate the front of their postcards in a variety of ways, including drawing, collage, and stickers.

This interactive tool allows students to create Venn diagrams that contain two or three overlapping circles, enabling them to organize their information logically.

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BUSINESS LETTER WRITING LESSON PLAN - TEACHING LEARNING FORMAT SAMPLE EXAMPLE HELP FORMAL WORK CAREERS SAMPLE STUDENTS PRACTICE TEACHER TEMPLATE BUSINESS LIFE SKILLS

WRITING A BUSINESS LETTER LESSON

Objectives:

Suggested Grades:

BUSINESS LETTER WRITING LESSON PLAN

Teachers: discuss with your students the importance of proper, clear communication to a business, and how important it is to follow the formal business letter format.

Hand out the example business letter to students. Go over each part in detail.

Here are some topics to discuss:

Business Letter Parts (Block Style Format):

In order from top to bottoms:

Lesson Printable Materials - Worksheets

Print out the example pages and worksheets for use with this lesson:

An example of a business letter.

Back to Business Writing Lessons

Additional Career, Job, and Business Skills Lessons

To teach and learn money skills, personal finance, money management, business, careers, and life skills please go to the Money Instructor home page .

Writing a Business Letter Lesson Plan: High School Writing Lesson

• Trent Lorcher
• Categories : High school english lesson plans grades 9 12
• Tags : High school lesson plans & tips

Business letters are commonly used for job offers, requests for information, or as a letter of introduction. With this lesson plan, students will write a business letter to learn more about a profession of their choice. Review this information with students. Business letters must contain:

• A heading, the address of the business, a greeting, a body, a conclusion, and a signature.
• Formal, polite language with a clear purpose with relevant background information.
• Standard business formatting with consistent spacing and indentations.

Write a business letter to learn more about a profession.

• Prewriting - Choose a topic by listing your strengths and professions that suit your strengths. Remember, some strengths you have yet to develop. Dream big. Use your dream job as the subject of your letter.
• Prewriting - Search the internet, phone book, newspaper classifieds or a business directory to find the address of a business you’d like to contact.
• Prewriting - Note questions you may want to ask in your letter.
• Prewriting - Gather background information on the profession and the company to which you are writing. Research critical issues in choosing a profession : salary, hours, job outlook and opportunities.
• Prewriting - Identify your purpose . Remind yourself of the letter’s purpose by writing a purpose statement and placing it near you as you write.
• Drafting - Begin by selecting a format: block format or modified block format. Make sure the letter contains all essential parts of a business letter.
• Drafting - Remember your audience. You are addressing a busy professional and should write respectfully. Include only essential information. Leave the flowery prose for your creative writing assignment. Make your information clear. Use formal style, vocabulary, and tone.
• Drafting - Be clear on your purpose. Explain what you want the letter recipient to do, if anything. Do you want an interview, talk on the phone, or gather information, for example. Revising - Review your purpose for writing. Find details that support your purpose. Delete details that do not. Revising - Make sure your language is suitable to your purpose and audience.

Learning Goals

• As you work on your business letter, use this rubric to help you do your best work.

Business Letter Rubric—Middle and High School

No Alignments yet.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

Business Letter Writing Lesson and Video | Google Classroom | Printable

• Google Apps™

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Description.

Everything you need to teach students how to write a business letter is included in this printable and digital lesson! An instructional video is also included for use with the business letter teaching materials, making this lesson perfect for all types of learners! This resource was designed to stand alone, meaning you won't need any additional materials to teach your students how to write a business letter. A printable PDF version and Google Drive version is included!

This resource can be completed with any device that supports Google Slides. The included Teacher's Guide includes access to the link that will allow you to make your own copy of the digital resource for use in Google Classroom/Google Drive. A link to the instructional video is also provided.

Click HERE to preview the instructional video.

INCLUDED WITH YOUR PURCHASE:

• Writing a Business Letter Text : The text describes the required parts, format, and tone of a business letter. The text is optional, and it can be used in lieu of the instructional video.
• Writing a Business Letter Instructional Video : The video walks students through each component of a professional business letter using examples and explanations. A note-taking guide is provided for students to use while watching the video.
• Writing a Business Letter Note-Taking Guide : The note-taking guide is provided for students to fill in as they watch the instructional video or read the informational text.
• Parts of a Business Letter Example : The six required components of a business letter are labeled in the example. As you read through the example letter with students, review the specifics of each component.
• Parts of a Business Letter Fill-in-the-Blank Worksheet : The worksheet requires students to correctly label each part of the business letter.
• Business Letter Example #2 : An additional business letter example is provided to review with students before independent work begins.
• Business Letter Prewriting Graphic Organizer : A graphic organizer is provided for students to organize their thoughts before writing their business letter.
• Business Letter Template : The template can be used as a guide for students to use when writing their business letters. It includes content and format instructions.
• Business Letter Writing Prompts : Ten student-friendly business letter writing prompts are listed to get students started with the writing process.
• Business Letter Writing Rubric : The grading rubric includes all the required components of a business letter and space for teacher comments.

ADDITIONAL RESOURCES YOU MIGHT BE INTERESTED IN:

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• 22 Writing Business Letters and Emails

Start-Up Activity

Create a treasure map that leads to some part of your classroom. Have a treat hidden there, such as a bag of jelly beans.

Roll up your treasure map, put it into a bottle, and pass the a bottle around the classroom. Have students try to fish the map out of the bottle, using pencils, pens, paper clips, or whatever other means they can think of. The struggle to retrieve the message in the bottle will make it more exciting when finally a student succeeds in getting the map out. Have the student then lead the rest of the class in figuring out the clues and finding the snack.

While students enjoy their reward, point out how a letter in an envelope is just like a treasure map in a bottle. It gives the reader information that could lead to some sweet success. Let students know they will be creating their own letters and email messages in this chapter.

Think About It

“There is more treasure in books than in all the pirate's loot on Treasure Island.”

—Walt Disney

State Standards Covered in This Chapter

• CCSS.ELA-LITERACY.W.2.1
• CCSS.ELA-LITERACY.W.2.2
• CCSS.ELA-LITERACY.W.2.3
• CCSS.ELA-LITERACY.W.2.5
• CCSS.ELA-LITERACY.RI.2.5
• CCSS.ELA-LITERACY.RI.2.1
• CCSS.ELA-LITERACY.RI.2.2
• CCSS.ELA-LITERACY.RI.2.6
• CCSS.ELA-LITERACY.RI.2.8
• CCSS.ELA-LITERACY.RI.2.3

LAFS Covered in This Chapter

Lafs.2.w.1.1, lafs.2.w.1.2, lafs.2.w.1.3, lafs.2.w.2.5, lafs.2.ri.2.5, lafs.2.ri.1.1, lafs.2.ri.1.2, lafs.2.ri.2.6, lafs.2.ri.3.8, lafs.2.ri.1.3, teks covered in this chapter, 110.4.b.11.a, 110.4.b.11.b, 110.4.b.12.b, 110.4.b.12.a, 110.4.b.11.c, 110.4.b.11.d, 110.4.b.9.d.ii, 110.4.b.9.d, 110.4.b.10.a, 110.4.b.10.b, page 105 from write away, letter writing tips.

Lead your students through these tips for writing letters. Emphasize that a letter needs to have a purpose. You are writing for a reason about a specific topic. A letter also has an audience. A specific person will receive and read the letter. Letters are forms of communication, from one person to another to accomplish something.

The form that a letter takes is important as well, but the whole point of formatting is to make sure the reader understands the topic and purpose of the letter.

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Page 106 from Write Away

Six parts of a business letter.

Use this page to point out the key parts of a business letter. Define each part and explain how it helps the reader understand the message. Refer to the parts in the model on page 107.

Page 107 from Write Away

Sample business letter.

Read aloud parts 1 and 2 of the sample business letter. Then have a volunteer read aloud the rest of the letter. Afterward, ask your students these questions about the letter.

• Who is sending the letter? ( Michael Shabani )
• Who is receiving the letter? ( Officer Friendly )
• What is the topic of the letter? ( Bike safety )
• What is the purpose of the letter? ( To ask Officer Friendly to send information )

Page 108 from Write Away

Sending your letter.

Talk about the way to address a letter, with the sender's information in the upper left corner, the receiver's information in the middle, and the stamp in the upper right. Also, help students understand the three-line structure of addresses:

PERSON'S NAME

STREET ADDRESS

CITY STATE ZIP

Note: Though the post office prefers all capital letters with no punctuation, addressing an envelope with upper and lowercase letters and standard punctuation is also acceptable.

Page 109 from Write Away

Folding your letter.

Help students understand how to fold a page in thirds. They should fold a little more than three inches of the bottom part of the page, leaving a little more than three inches of the top part showing. Then they should fold down the top part. Have them double-check the address on their envelopes before sealing and sending their letters.

Page 110 from Write Away

Using email.

Have a volunteer read the email. Then ask your students about it:

• Who sent this message? ( Mr. Daly's class )
• Who received this message? ( Officer Friendly )
• What is the topic of this message? ( Officer Friendly's class visit )
• What is the purpose of this message? ( To thank Officer Friendly for visiting )

Point out that this email must have followed the letter on page 107, which asked for information from the officer. Often, letters, emails, phone calls, and face-to-face talks work together in business.

Page 111 from Write Away

Parts of an email.

Lead your students through the main parts of the email message. Point out how the send button is like the stamp and the email addresses are like the street addresses for regular mail. Also, show how the greeting, text, and closing work in a similar way. The main new feature is the subject line, which is important to get readers to open the email and take it seriously.

• 01 Starting to Write
• 02 Using the Writing Process
• 03 The Qualities of Writing
• 04 Keeping an Idea Notebook
• 05 Prewriting
• 06 Writing the First Draft
• 07 Revising Your Writing
• 08 Getting Help from a Partner
• 09 Checking for Errors
• 10 Publishing Your Writing
• 11 Writing Sentences
• 12 Combining Sentences
• 13 Writing Paragraphs
• 14 Understanding Writing Patterns
• 15 Writing in Journals
• 16 Writing Friendly Notes
• 17 Writing Friendly Letters and Emails
• 18 Writing All-About-Me Stories
• 19 Writing About Books
• 20 Making Counting Books
• 21 Writing News Stories
• 23 How-To Writing
• 24 Making Posters
• 25 Making Picture Dictionaries
• 26 Writing Reports
• 27 Writing Circle Stories
• 28 Writing Add-On Stories
• 29 Writing Fables
• 30 Writing Mysteries
• 31 Writing Small Poems
• 32 Making Shape Poems
• 33 Rhyming Poems
• 34 Using the Library
• 35 Using a Computer
• 36 Reading Graphics
• 37 Reading New Words
• 38 Reading to Understand
• 39 Using Phonics
• 40 Making New Words
• 41 Making Contractions
• 42 Using a Glossary
• 43 Learning to View
• 44 Learning to Listen
• 45 Learning to Interview
• 46 Performing Stories
• 47 Telling Stories
• 48 Giving Oral Reports
• 49 Using Graphic Organizers
• 50 Thinking Clearly
• 51 Thinking Creatively
• 52 Working in Groups
• 53 Taking Tests
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UMGC Effective Writing Center The Perfect Business Letter

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• Writing Resources

When sitting down to complete a business letter assignment in school, students know intuitively that they are engaging in a type of writing that is much different from the typical school assignment. One goal of this resource is to upgrade that intuitive understanding to conscious status and, by doing so, sharpen your understanding of the distinct differences between business and academic writing that must be observed as you transition between the two worlds.

School Writing v. Business Writing

It may sound crass, but the difference between the two can be summarized simply: In school you write to get grades. In the real world, you write to do your job.

It's helpful to think of most school writing as a type of exam: You write to demonstrate to a specific teacher that you understand and can use material in a specific discipline. Those who become outstanding writers in school have usually mastered an important skill of audience analysis: figuring out exactly what an audience of one (the teacher) wants and how he or she wants it delivered.

The audience of one in school becomes the audience of many in the work world. Moreover, everyone who may read your business writing will not be known to you. Especially when your business writing travels outside the company, as it does when in letter format, you have little idea of how many people may read it, much less who they are. And the real kicker is that, unlike teachers, few in the business world get paid to read your writing no matter how poor it is. Other key differences include the following:

Clearly, when authoring a business document, you are taking on a higher degree of responsibility because of potential consequences, both positive and negative, that the writing can have. These consequences are particularly serious for the writer since the lifespan of whatever you write in the work place is potentially your entire career, compared to the duration of a course in school.

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How to Create Your Business Letter

These inherent differences between the two worlds of writing--business and academic--are also reflected in the steps successful writers follow when creating real-world documents like business letters.

Analyze Audience

It's helpful to divide your audience into primary and secondary members. Your primary audience is those whom you are certain will read what you write. The secondary audience is those who may be likely to read it. Your task is to speak directly to the needs of the primary audience while keeping in mind this secondary audience: what they know about the topic and their possible attitudes.

Clarify Purpose

In order for your writing and its purpose to be clear for your audience, it must be twice as clear for you, the writer. Good business writers can provide sharp, succinct answers to the question, "What do I want my readers to know and/or do after reading what I write?" Write the answer down and filter all writing choices through its prism.

Based on the crystal clear idea of what the writing hopes to achieve, the outline represents how the writer will achieve it by arranging information and instructions in the exact order the audience should encounter them for best effect.

The formats for business and technical writing are well known and expected by your audience. These standard formats are usually (1) adhered to rigorously and (2) are modified by any guidelines you have been given by your organization.

Draft & Revise

The first draft is your first opportunity to combine all of the above. However, it should be far from your last. Gone are the days of "once and done" the night before the assignment is due. Especially important is building in some time for a draft to get cold before you revisit with fresh eyes.

Get Feedback

Never let your audience be just the second set of eyes to see what you have written. In between yourself and your audience, insert a knowledgeable person who will act as a proxy for your audience and give you honest feedback.

Business Letter Styles

The two most common formats of business letters today are the full-block format and modified-block format. Note that the full-block format should be used only with letterhead. One variation on these two styles includes indenting paragraphs in the body section. As always, follow the style preferred by your organization unless there is a clear reason not to.

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