Writing Business Letters

Welcome to today’s class!!

We are excited to have you join our class!!

In today’s English class, we will be learning about How To Write Business Letters

Remember in our last class we learned that a business letter is a formal message sent from one professional to another. We also discussed how business letters discuss opportunities for companies to work together, such as through a partnership, collaboration, promotion, or request.

Today, we shall learn about how business letters are written.  

Writing Business Letters


In writing business letters, there are things you must take note of. You must note the following:

writing business letters

  • Date

When you write a business letter, it’s important to include the date on which you wrote it. This information is very important for time-sensitive communication, such as promotional offers.

  • Address

Write the recipient’s full address, including their PO Box number or office suite.

As for the return address: Include your company’s full address. This makes it easy for the recipient to send a response.

  • Salutation

In a business letter, the acceptable salutation is “Dear.” Begin your letter with “Dear [recipient’s name]” and add a comma after the name. You may choose to address the recipient by an honorific paired with their last name or simply by their first and last name. 

When you cannot determine the recipient’s name, you may address the letter to their title.

  • Body

The body paragraphs take up the bulk of a business letter. This section discusses the offer, proposition, or announcement the letter is making. It includes these sections:

  • An introductory paragraph that states the letter’s main purpose and, if necessary, introduces the letter writer.
  • One or more middle paragraphs that discuss the letter’s subject in greater detail. This could be a job applicant’s relevant experience, the details of an offer, the effects of a policy change, or what the recipient can expect at the event to which they are being invited.
  • A final paragraph that restates the letter’s purpose and offers a bonus,  for the recipient to follow up.

  • Closing

After the body section, close the letter with a simple, professional sign-off. Appropriate sign-offs include the following:

  • Sincerely
  • Regards
  • Best
  • Respectfully

  • Signature

The final component of a business letter is your signature. Include your full name and any abbreviations that follow, such as MBA or PhD.


In summary, remember that when writing a business letter, it must be written in a format that includes the date, address, salutation, body, closing and signature.



What are Business Letters?


Reading Assignment

Get a copy of an application letter written by an applicant applying for a job and identify the format taught in today’s class.


Weekend Assignment

  • Identify the format that must be followed when writing a Business Letter. 

We hope you enjoyed today’s class. In our next class, we will be learning about Speech Pronunciation And Practice.

Let us know your thoughts and questions in the comment section, and we will attend to them as fast as we can.

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