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Business Business Letters Letters

Formal Writing Formal Writing

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ObjectivesObjectives

By the end of this tutorial you will be able to:

Have a clear understanding of what a business letter is

Identify and apply the different formats used in formal letter writing

Recognise and apply the elements appropriate to the business letter

Develop a checklist for formal letter writing and use it to assess a business letter

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What is a business What is a business letter?letter?

A business letter is a type of letter written to a business organization. “Business” also refers to a letter that is formal but not written to a business organization. Such a letter follows specific formats and uses appropriate elements of content. The letter is judged by its overall appearance, content and tone.

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How quickly can you write down eight different occasions that require writing a business letter?

Click here to type your responses and then share and compare your ideas with a partner or the whole class.

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FEEDBACK

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FORMATS OF BUSINESS FORMATS OF BUSINESS LETTERSLETTERS

BLOCK FORMAT

SEMI- BLOCK

MODIFIED BLOCK

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Block FormatBlock Format

Remember that this is the format in which each line of the letter begins against the left margin of the page. Follow the link below to view the sample.http://jobsearchtech.about.com/od/letters/l/bl_block_p.htm

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Modified Block FormatModified Block Format

In this format, the salutation, date and closing of the letter are indented to the right half of the page. Follow the link below to view the sample.http://jobsearchtech.about.com/od/letters/l/bl_mblock_p_2.htm

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Semi-Block FormatSemi-Block Format

The salutation, date and closing of letter are indented to the right half of the page.Additionally, the first line of each paragraph is indented. Follow the link below to view the sample.http://jobsearchtech.about.com/library/bl-sblock-letter-parts2.htm

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Fit the different letter parts a- i to the different formats by typing the letter part in the boxes on the right. (You can only type in slide show view.)

a. indented 1st lines of 2 paragraphs

b. closing on left of page

c. salutation on left of page

d. date on right of page

e. date on left of page

f. address on left of page

g. address on right of page

h. closing on right of page

i. block paragraphFEEDBACK

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View the sample by following the hyperlink!

http://www.letterwritingguide.com/businessletterformat.htm

What do the formats have in common?

In what areas do they differ?

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Elements of a business Elements of a business letterletter

ToneBe courteous, positive and professional

LanguageUse Standard English and avoid slang, dialect, contractions and abbreviations

Concise State your purpose for writing quickly and clearly in the

first or second sentenceSpecific Include only the information

that your reader needs to understand and to respond

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Recognising the elements: Recognising the elements: ToneTone

Discuss the tone of the following business letter extracts with a classmate. What is the attitude of each writer?

If you can’t hire good workers, you need to close your business.I would like the matter to be addressed by next week Tuesday or I will be forced to seek further counsel.

Remember! Tone reveals attitude.

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ChallengeChallenge

Discuss: Can writers of business letters use language to express frustration, even anger and yet remain polite?

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Recognising the elements: Recognising the elements: LanguageLanguage

Think about this!1.What is the effect of using

contractions? 2.What impression would

contractions convey in a business letter?

3.What are possible dangers of using abbreviations in a business letter?

FEEDBACKFEEDBACK

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Recognising the elements: Recognising the elements: State your purpose clearly State your purpose clearly

Write the purpose of each of the letters in one or two sentences

Keep your language simple and stick to the point

Choose a partner and critique each other’s statements of purpose.

Click the next button to see the letters.

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Recognising the elements: Recognising the elements: State your purpose clearly State your purpose clearly

Write the purpose of each of the following letters in one or two sentences

1.Your organisation advertised in the Daily Gleaner of June 12, 2010 for applicants to positions of data entry clerk.  I wish to apply for one of those positions.

2.I am lodging a formal complaint about the condition of Marley Road in Mountain Top, St. Andrew.

3.Kindly supply this organisation with the following items:

4.The Public Speakers Association of Jamaica (PSAJ) wishes to honour you for the outstanding contribution you have made to the work of this organisation.

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Recognising the elements: Recognising the elements: State your purpose clearly State your purpose clearly

Follow the link below: (or one that has examples of business letters)http://www.unc.edu/depts/wcweb/handouts/business.html

Note the statements of purpose.Discuss with a partner the clarity,

conciseness and position of the purpose in the letter.

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Recognising the elements: Recognising the elements: Include relevant information Include relevant information onlyonly1. You decide to place an order with a

manufacturer for some computers. 2. Consider the relevance of these points in the

letter and give your reasons. Problems with previous ordersSpecifications TrainingInstallation Maintenance Number Use of the computersDelivery date Your love of computersType Cost Colour preference

3. What other points would you consider necessary?

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ActivityActivity

Follow the link: http://www.unc.edu/depts/wcweb/handouts/business.html

Examine the relevance of the information in the letter in relation to the purpose.

Discuss this with a partner.

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Assignment 1: Create a Assignment 1: Create a checklist checklist

Imagine that you are the Personnel Relations Officer of a private enterprise and you have invited applications from students on summer holidays to work as data entry clerks.

Develop an 8 point checklist for your secretary to evaluate the letters of application, based on what you learned from this tutorial.

Assign a grade for each pointFEEDBACK

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Assignment 2Assignment 2

Now write the letter of application to fill one of the temporary positions as a data entry clerk in the establishment.

Exchange your letter with a partner.

Grade your partner’s letter using the checklist you created.

Discuss with your partner the reasons for the grade you awarded.