Business Letters

BUSINESS LETTERS
PRINCIPLES TO KEEP IN MIND
• Business writing varies from the conversational style often found in

email messages to the more formal, legalistic style found in contracts. A
style between these two extremes is appropriate for the majority of
memos, emails, and letters. Writing that is too formal can alienate
readers, and an attempt to be overly casual may come across as insincere
or unprofessional. In business writing, as in all writing, you must know
your audience.
FOCUS AND SPECIFICITY
• Business writing should be clear and concise. Take care, however, that your
document does not turn out as an endless series of short, choppy sentences. Keep in
mind also that “concise” does not have to mean “blunt”—you still need to think
about your tone and the audience for whom you are writing. Consider the following
examples:
• After carefully reviewing this proposal, we have decided to prioritize other projects
this quarter.
Nobody liked your project idea, so we are not going to give you any funding.
BUSINESS LETTERS: WHERE TO BEGIN
• Reread the description of your task (for example, the advertisement of a job opening, instructions
for a proposal submission, or assignment prompt for a course). Think about your purpose and what
requirements are mentioned or implied in the description of the task.
• List these requirements. This list can serve as an outline to govern your writing and help you stay
focused, so try to make it thorough.
• Next, identify qualifications, attributes, objectives, or answers that match the requirements you
have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes.
• If there are industry- or field-specific concepts or terminology that are relevant to the task at hand,
use them in a manner that will convey your competence and experience.
APPLICATION LETTERS AND COVER LETTERS
• Many people believe that application letters and cover letters are essentially the same.
• The letter of application is a sales letter in which you market your skills, abilities, and
knowledge.
• A cover letter, on the other hand, is primarily a document of transmittal. It identifies

an item being sent, the person to whom it is being sent, and the reason for its being
sent, and provides a permanent record of the transmittal for both the writer and the
reader.
APPLICATION LETTERS
• When writing an application letter, remember that you probably have competition.
• As you write your application letter, be sure you complete three tasks:
• catch the reader’s attention favorably,
• convince the reader that you are a qualified candidate for the job,
• and request an interview.

APPLICATION LETTER CHECKLIST
• Identify the job by title and let the recipient know how you heard about it.
• Summarize your qualifications for the job, specifically your work experience,
activities that show your leadership skills, and your educational background.
• Refer the reader to your enclosed resume.
• Ask for an interview, stating where you can be reached and when you will be
available. If your prospective employer is located in another city and you plan to
visit the area, mention the dates for your trip.
• If you are applying for a specific job, include any information pertinent to the
position that is not included in your resume.
• To save your reader time and to call attention to your strengths as a candidate, state
your objective directly at the beginning of the letter.
• Example:
• I am seeking a position as a manager in your Data Center. In such a management
position, I can use my master’s degree in information systems and my experience as
a programmer/analyst to address business challenges in data processing.
• If you have been referred to a company by one of its employees, a career counselor,
a professor, or someone else, mention that before stating your job objective.
• Example:
• During the recent ARRGH convention in Washington, D.C., one of your sales
representatives, Dusty Brown, informed me of a possible opening for a manager in
your Data Center. My extensive background in programming and my master’s
degree in information systems make me highly qualified for the position.
FINALLY
• In subsequent paragraphs, expand on the qualifications you mentioned in

your opening. Add any appropriate details, highlighting experience listed
on your resume that is especially pertinent to the job you are seeking.
Close with a request for an interview. Proofread your letter carefully.
• 6123 Farrington Road
Apt. B11
Chapel Hill, NC 27514
• January 11, 2005

• Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708
• Dear Human Resources Director:
• I just read an article in the News and Observer about Taylor’s new computer center just north of
Durham. I would like to apply for a position as an entry-level programmer at the center.
• I understand that Taylor produces both in-house and customer documentation. My technical writing
skills, as described in the enclosed resume, are well suited to your company. I am a recent graduate of
DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition
to having taken a broad range of courses, I served as a computer consultant at the college’s computer
center where I helped train users to work with new systems.
• I will be happy to meet with you at your convenience and discuss how my education and experience
match your needs. You can reach me at my home address, at (919) 233-1552, or at
[email protected].
• Sincerely,
• Raymond Krock
• Christina Black
• 987 Maple Avenue, Business City, NY 12345 · 555-555-5555 · [email protected]
•
• September 1, 2018
•
• Mary Cody
• Hiring Manager
• ASDF Company
• 777 Broadway
• Business City, NY 54321
•
• Dear Ms. Cody:
•
• I am writing in reference to the position of Front Office Assistant posted on Monster. With my
skills and experience, I believe I can offer exactly the kind of support necessary in your fast-
paced corporate culture.
•
• In addition to my customer relations, communications, and technical skills, I bring the following
experience:
•
• Proficient in Microsoft Office Suite, Word, Excel, Outlook, and PowerPoint
• Proficient in Quickbooks and Quicken
• Able to multi-task in a fast paced environment, handle multiple phone lines while maintaining customer
flow
• Team player, providing superior customer service and administrative support
• Maximize office efficiency through maintaining and implementing best practices in invoicing, vendor
relations, and workflow management
•
Thank you for your consideration as a valuable addition to your team. I look forward to meeting with
you to discuss how I can bring my positive energy to your administrative staff and help your
company continue to grow and succeed. I’ll follow up with you next week to check on the status of
my application.
•
• Sincerely,
•
• Christina Black (signature hard copy letter)
• Christina Black
COVER LETTER TEMPLATE 1: RESPONSE TO A JOB AD
• Dear [name]:
• I’m writing in response to your recently advertised position for a [role title]. I am very interested in
this opportunity with [company] and believe that my qualifications, education and professional
experience would make me a strong candidate for the position.
• I am a [insert personal characteristics] professional who [add more information on how you can
add value to future company]. (You can insert short version of your career profile here).
• Enclosed is my resume that more fully details my background and work experience, and how they
relate to your position. As you can see, [pick out a few key details or experiences that align with
the specific requirements of the advertised role].
• I firmly believe that I can be a valuable asset to your team. I welcome the opportunity to speak
with you about this position and how my experience could help [insert name of company] achieve
its goals.
• Thank you in advance for your consideration.
• Kind regards,
• [Your name]
•
• Joan Lau
• 123 Main Street, Anytown, CA 12345 · 555-555-5555 · [email protected]
• September 1, 2018
•
• Steven Kramer
• Director, Human Resources
• Acme Office Supplies
• 123 Business Rd.
• Business City, NY 54321
•
• Dear Mr. Kramer,
• I’m writing today to invite you or another representative from your company to
speak at the annual Metropolitan Business Conference, which will be held at North
Branch Hotel, January 15 - 18, 2019.
• The theme of our upcoming conference is finding and hiring employees who fit
company culture. With the growth that your company has seen in the past five years,
I believe you would have much to offer our audience.
• As part of the speaker’s package, we offer a modest honorarium and a table for six
at the Saturday night dinner.
• If you have any questions or wish to know more about the speaking opportunity,
please let me know. My cell phone number is 555-555-5555, and my email is
[email protected].
• I look forward to hearing from you. Thank you for your consideration.
• Sincerely,
• Your signature (hard copy letter)

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BUSINESS LETTERS

PRINCIPLES TO KEEP IN MIND

• Business writing varies from the conversational style often found in

• A cover letter, on the other hand, is primarily a document of transmittal. It identifies

• catch the reader’s attention favorably,

• and request an interview.

• In subsequent paragraphs, expand on the qualifications you mentioned in

• January 11, 2005

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