Technical Writing: Tips and Checklist for a Business Letter
(Due to the nature of technical writing, for each of these sections, the
tips and the checklist are combined).
 Before writing your letter, clarify your purpose in one sentence.
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This can help you focus and organize the rest of your letter. You
may want to use this statement as the first sentence of your letter.
Take a moment to think about your audience—how much do they
know about your topic? What is their relationship to you? Are they
inside or outside your organization?
Choose one of the main formats use it consistently in your letter.
Anticipate questions.
Make sure to use second person pronouns—stress “you” to stay
focused on the reader.
Here is a list of common components found in business letters:
• Heading—writer’s address (not the name) and the date
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the letter is written. If using letterhead stationery, the
address can be omitted
Inside address—reader’s address
Greeting/Salutation (unless using simplified format)
followed by a colon. Use a specific name whenever
possible
Body paragraphs—generally short paragraphs that are
clear and concise without being blunt; avoid short
choppy sentences strung together—combine sentences
and use transitions to help writing flow well
Complimentary close—“Respectfully yours,”
“Sincerely,” etc.
Typed name and title (with space left above this for
signature)
Enclosure notation
Copy notation