Business letters are formal documents and, as such, must be written in a

professional tone.A business letter is used as a means of providing

important information to the recipient about any changes, updates or
news an organization has to share.In the business world, routine
business letters are part of essential communication practices among
companies, clients and vendors.

2. Types of Routine Business Letters:1. Requests2.Replies3.Goodwill

messages.A business letter is a letter written in formal language, usually
used when writing from one business organization to another, or for
correspondence between such organizations and their customers, clients
and other external parties.

3. Correct Form Sends silent but positive message.Goodwill Tone

Points out reader benefits.Clear Content Short sentences, transitional
expressions, and familiar words.Characteristics of Good Letters:

4. Single spaced paragraphs; Double space between paragraphs.Do not

justify right margins.Margins: 2.5 to 4 cmThe letter is centered on the
page.The dateline, inside address, and body are set flushed left.Block
Style:

5. Each paragraph is indented instead of left justified.The date and

closing are in alignment in the center of the page.Semi Block Style:Body:
Left-justified and single-spacedModified Block Style:

6. Phase 3: Revision, Proofreading, EvaluationPhase 2: Research,

Organization, CompositionPhase 1: Analysis, Anticipation,
AdaptionRoutine Letters: Guffeys 3x3 Writing Process

7. Show appreciation by maintaining a courteous tone.Closing: Request

action, avoid overused endings Body: Explain and justify the request
Opening: State the main idea. Request for Letters: Action Routine
Information or Request

8. Closing: Tell how you plan to pay.If you are ordering many items, list
them vertically. Body: Specifies items or services, quantities, dates,
prices, and payment method. Opening: Authorize the purchase. Order
Letters Routine Letters: Request

9. Include an end date if applicable.Closing: Request for action Body:

Explain objectively with specifies of claim. Present a clear statement of
the problem Opening: State purpose of request Direct Claims
Routine Letters: Request

10. Tell the reader how to proceed.Closing: End with a cordial,

personalized statement. Body: Arrange information logically Opening:
Frontload with main idea Complying with Requests Routine Letters:
Direct Replies

11. Provide a telephone number for more informationClosing: Make an

overall ranking of the candidate. Body: Include supporting statements
with details. Opening: Identify information of the candidate Letters of
Recommendation Routine Letters: Direct Replies

12. Closing: Be positive and complement writer.If you do apologize, do it

briefly. Body: Win back the customers confidence. Opening: Comply
with the customers claim. Granting Claims and Making Adjustments
Routine Letters: Direct Replies

13. Accept praise gracefully.Send a brief note expressing your

appreciation. Answering Congratulatory Messages BE .. Selfless,
Specific, Sincere, Spontaneous, and keep the message Short.General
Guidelines (The five Ss) Goodwill Messages

14. Hospitality thank you: Offer praise by complementing.Favor thank

you: Be sincere, express the actual value of the favor. Gift thank you:
Identify the gift and relate to it. Giving Thanks Goodwill Messages

15. Offer assistance by suggesting your availability.Deaths: praise the

deceased. Loss or tragedy: Refer directly but sensitively. Extending
Sympathy Goodwill Messages

16. 10 Key Points:1. Present the letter through the readers perspective.2.
Verify that the format of the letter is professional.3. Use the three part
direct pattern for routine requests and4. Avoid cliches.5. For order letters,
be direct and detailed.6. For claim letters, avoid harsh words and
statements.7. For direct letters, write a subject that quickly identifies
thetopic.8. Have the active/positive news be the focus of the letter.9. For
Goodwill Messages, focus on the five Ss: selfless, specific, sincere,
spontaneous and short.10. Always revise the letter thoroughly before
sending it.

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Wikipedia definition
Routine Letters and Goodwill Messages
Routine letters in the business sector are used for many tasks, for example: to inform,
persuade, complete a determinate action or ask for information and further.
Letters are an important knowledge either for business workers or for any customer.
Why letters and no emails?
As an employee or a subordinate, letters should be more used than email because of his
formality, his character prestigious and accord to the receiver a certain importance.
Also, when details need to be recorded in the files of an industry, like the terms of
agreements between two companies, letters are used to complete this function.
Although emails seem more efficient to arrive to its destination faster, emails are not
confidential warranted. Letters have less chance to be achieved to the wrong person or
be forwarded to anyone.
Taking the time to think about the goal before writing a persuasive letter can be more
efficient than using Internet services. By taking this time, the ideas are more structured
and the wanted message can be diffused with more facility.
As a customer, letters stress opinions with more efficiency than a simple email and show
how serious the claim is or the demand when it is written in a good format.
Routine Letters
Tree steps to write a successful letter (3-x-3 writing process)
1. Prewriting
The very first step when writing a routine letter is analyzing the purpose, the objective of
the letter has to be clear for the writer. After having doing that, the writer has to imagine
his audience. For example, if the readers are young, what they need and with this
information, choose the right approach to reach them. Then, the writer can adapt his
style of writing according to the audience.
2. Writing
Before starting the write the routine letter, the writer has to be well prepared and do
some research. That is to say, he has to know which points have to be covered; the
customers letter must be read again and again to be sure to not forget any point. This is
why, the use of an outline is important, the ideas have to be organized if the writer want
to be efficient in his written. After, another organization of the ideas and be sure to start
with a positive statement. Also, the letter has to answer very well the questions of the
audience, if not, the writer can expect a negative response and loose a customer.
Moreover, to have a better impact on the audience, the writer has to personalize his

letter.
3. Revising
After, having realized a draft of his letter, the writer has to revise it. He has to make sure
he has used warm tone and reduce the length of the paragraph when possible. Also, the
address of the receiver has to be the good one. After all, the writer have to imagine
himself in the situation of the receiver and asking himself how will he feels receiving this
letter.