Business Letter Instructions and Example
Introduction
As with anything you write, the text of most business correspondence can be divided into three
parts — an introduction, a middle, and a conclusion. Most business writers find that this formula
can easily be applied to three separate paragraphs, as follows:
1. The introduction states the purpose for writing but does not use the redundant phrase “I
am writing to…” The fact that you are writing is obvious!
2. The middle of the letter or memo contains the facts, details, or information the reader
needs to know to carry out the purpose of the letter.
3. The conclusion brings the message to a close. It may express appreciation, emphasize the
most important point, ask for some type of action, or express goodwill.
Lesson
1. Return address — your address and it can be keyed at the top above the date or at the
bottom below your name as writer; may be omitted if the letter is printed on letterhead
stationery
2. Current date
3. Inside address - The recipient’s address typed in the letter above the salutation
4. Salutation - The line at the start of a letter including the greeting and the recipient’s
name, such as Dear Mr. Doe
5. Body
6. Complimentary closing - A courtesy closing; the most common is Sincerely
7. Signature line - Printed name of the writer, who will sign his/her name in the quadruple
space above this line
8. Title line (the job title of the letter writer)
9. Reference initials - The initials of the person who typed the letter
10. Enclosure if applicable - indicates that there are other items in the envelope
11. Copy notation if applicable - Indicates if any other people are receiving copies of the
same letter.
Summary
A business letter should have at least three single-spaced, short paragraphs — introduction,
middle, and conclusion — and must contain certain essential parts, such as
the date,
a salutation, and
a complimentary closing.
The most common of these is the salutation of Dear Mr. Last Name and complimentary closing
of Sincerely. Punctuation is not required at the end of these two lines, but if you use punctuation,
it must be a colon (:) after the salutation and a comma (,) after complimentary closing.
Directions:
For this lesson, compose a business letter to prospective customers introducing your new
business.
Reminders:
Letter Body - It should have at least three paragraphs:
o first, introduce yourself and your business;
o second, provide details such as hours of operation, location, services you provide;
and
o third, ask the customer to visit your business or to use your service.
Look at this sample business letter above to make sure the parts of the letter and spacing
are correct.
You should design a letterhead for your business but remember to keep it above the 2”
top margin.
Be sure to spell check, double-check spacing requirements and proofread!