Letters with
Power
How to Write Business Letters
Technical Writing
Lesson 3
“To fail to plan is to
plan to fail.”
Organization
Most of your letters
should consist of 3
paragraphs.
 Paragraph
1: Sets the scene; what
you are writing about, and why
 Paragraph 2: Provides the details,
background, explanation
 Paragraph 3: Says what you
expect to happen next, when and
how - requests feedback
The “One
Page Rule”
Always try to say what
you have to say on a
single sheet.
Hints for The “One Page Rule”
 Avoid
 Cut
clichés.
out redundancy.
 Follow
the 3-step pattern of
letter organization.
 Use
bulleted lists to present
information clearly and
concisely.
Paragraphs
Sentences &
Clauses
What is a paragraph?
A
paragraph is a group
of one or more sentences
dealing with a single
topic.
What is a Sentence?
A
group of one or more
clauses dealing with a
single subject.
Begins with a capital
letter and ends with a
period.
What is a Clause?
A
group of related words
that includes:
–An action
–The person or thing
responsible for the action
Hints on Paragraphs
 One
sentence paragraphs are
acceptable style as long as you
include all the essential
information.
 Short is good.
 State the topic in the first
sentence of each paragraph to let
the reader know what to expect.
Hints on Sentences
 Keep
sentences short--maximum
three clauses. A two-clause
sentence averages 12 words.
 8-12 word sentence is ideal
 Beware of over-punctuating:
 Fewer clauses = fewer commas
 Make sure every sentence has a
verb
Types of Letters
 Letter
of request
 Letter of thanks
 Letter of application
 Letter of complaint
 Letter of
acceptance/refusal
 Letter of resignation
Letter of Request
 Paragraph
1: Provides the
background for what the
writer is trying to do.
 Paragraph2: Expresses what
writer is requesting.
 Paragraph 3: Presents the
call to action -- what to do
and when
Letter of Thanks
 Paragraph
1: Expresses
thanks for kind/gracious help.
 Paragraph 2: Provides
information as to what
resulted from the service
 Paragraph
3: Expresses
appreciation again.
Letter of Application
 Paragraph
1: Explains why
you’re writing – for what
position, etc.
 Paragraph 2: Provides
information about your
qualifications
 Paragraph
3: Requests
feedback or an interview
Resignation Letters
or
Quitting with Class
Resignation Letters
You must remember to:
 Discuss
your resignation
with your supervisor first
 Follow up with the letter
The Letter Should:
 Be
friendly in tone and
tactful, regardless of your
reason for leaving
 Try to use the “good
news,bad news, good news
plan” if at all possible
Letter of Resignation
 Paragraph
1: (Good news) Thanks
for the opportunity to work there
and for what you’ve learned. Use
specifics.
 Paragraph 2: (Bad news) State
intent to resign and reasons why
you’re leaving
 Paragraph 3: (Good news) Thanks
again for what you take with you
Letters with Power!
How to Write Business Letters
Technical Writing
Lesson 3