Instruction

Directions for Writing Business Letters

Print version of "Part 5: Toolkit": PDF • Word

The teacher may wish to invite an office professional or a business or English teacher to talk to the class about business letter content and format. Or students may simply follow the steps below as preparation to write a business letter related to their watershed project:

Decide and then write down exactly the intended results of the letter. Consider the following questions:
- What do I want this person to do for us?
- When do I want him/her to do it?
- Why do I want him/her to do it?
Find out the name and address of a person who could provide what is needed. If you have a name, but need an address, try looking in the telephone book. If you know a company or organization's name and address but need the correct person's name, try telephoning their office to ask.
Look at the sample letter PDF • Word.
Outline the letter supplying the information below:
- teacher's name and grade of students
- what is wanted
- why it is wanted
- what will be done with it
- when it is needed
- how doing what is requested could benefit the person you are writing
- statement that you appreciate any help you might receive
- contact information
Write a clear, short, polite letter in correct business format. It should contain a heading, inside address, greeting, body, and closing. In the body of the letter, include all the information from your outline.
Proofread the letter for completeness of information, correctness, neatness, and proper format. Check the accuracy of facts. Check for correct spelling, punctuation, and grammar. Check to be sure that the letter is in active voice and that the writing communicates the message clearly. Also check for even margins, paragraph indenting or spacing, and overall neatness of appearance. Make necessary revisions.
Type the final copy of the letter and print it on 8 1/2 x 11 white paper. Ask someone to double-check spelling, punctuation, grammar, and wording. The finished letter should be no more than one page. Revise if necessary.
Sign and fold it and any enclosures together neatly into three equal sections. Fold the bottom third up, and then fold the top third over that. Type the name and address on a business size envelope (same as inside address). Type your return address in the upper left. Put the postage stamp on the upper right of the envelope. Seal it and mail it.

The sample letter PDF • Word can serve as a model for students who need an introduction or review for writing a business letter.

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