Knowing the Audience

• To compose persuasive, user-centered

Composing the Business Letter communication, you should gather as much
information as possible about the people who
 Knowing the Audience will read your letter
• Your audience may consist of different people
 Beginning the Letter
who may have different needs and
 Writing the Body of the Letter expectations

 Closing the Letter

 Finalizing the Letter
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Knowing the Audience Beginning the Letter

• Audience analysis • Know the format

Who are they?
What do they need?
Where will they be reading?
When will they be reading?
Why will they be reading?
How will they be reading?
• Include information about your company
• Include the date
• Add the recipient’s information
• Choose a salutation

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 Writing the Body of the Letter Writing the Body of the Letter

• Focus and purpose • Consider writing an outline first

What is your purpose in writing the letter? List the topics you want to cover; do not worry
about the order
What purpose should the letter serve for your
reader? For each topic, list keywords, examples,
arguments, and facts
What is your main point in the letter?
Review each topic in your outline for relevance
What do you want your reader to do when to your aim and audience
he/she finishes reading the letter?
Remove irrelevant topics
Sort the information into the best order for your
reader

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Writing the Body of the Letter Writing the Body of the Letter

• Write clearly and concisely

• Emphasize the positives
The letter must proceed in a logical and
Stress what something is rather than what it is organized way, moving from general to specific
not information
Say what you or the product can do rather than Information must be arranged in order of
what it cannot do importance to your audience
Open with action rather than apology or Similar information must be kept together
explanation
Each section must be organized around only one
Avoid words which convey unpleasant facts main idea
Key sentences must begin each paragraph

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 Writing the Body of the Letter Writing the Body of the Letter

• Write clearly and concisely

• Write clearly and concisely
Provide enough background information for the
The reader must find information where he/she
message
expects to see it
Include specific examples, numbers, dates,
Key points must be emphasized by using
names, and percentages to support your claims
boldface, underlining, or italics
Use graphics (charts, graphs, diagrams, and
The letter must have clear and specific headings
tables) where appropriate
Improve readability by using indentation or
Eliminate unnecessary or obvious information to
bullets
your audience

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Writing the Body of the Letter Closing the Letter

• Use parallelism, similar structures for similar • Choose a closing

ideas • Sign the letter
• Use the right tone • Include your typed name and contact
• Be conversational when appropriate information
• Be courteous • If necessary, include enclosures
• Wrap it up

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 Finalizing the Letter

• Proofread the letter

Grammar
Spelling
Word choice
Punctuation
Capitalization
Abbreviation
Indentation
• Post the letter

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