Writing a Business Letter Addressing the Envelope Step 1: Return Address

Name: ______________________________

The return address is the name and address of the person sending the letter.

The return address appears in the top left corner of the envelope and consists of your name, post office box number, apartment or unit number followed by a hyphen or street address, city or town, province, and postal code. For example: JEAN BROWN PO BOX 8207 TORONTO ON L2R 3V6

Step 2: Mailing Address.

The mailing address is the name and address to which the letter is being sent. It always appears in the centre of the envelope. There may be separate lines for the title of the addressee (Editor, Director, President), the division or department in which the person works, and the name of his or her company, business, or organization. For example: SAM HUNT DIRECTOR THE KNITTING MILL 1409 3 AVE TORONTO ON L3V 7O1 When it is all put together, it looks like this:

JEAN BROWN PO BOX 8207 TORONTO ON L2R 3V6

SAM HUNT DIRECTOR THE KNITTING MILL 1409 3 AVE

The Business Letter

ormula

Step one: The !eading

The heading consists of your address and the date

E"ample:
PO Box 8207 Toronto ON L2R 3V6 May 13, 2009

Step T#o: The $nside Address

The inside address consists of the name and address of the person to whom you are writing. It usually appears four lines below the heading if a word processor is used or one line below if it is handwritten.

E"ample:
Sam Hunt, Director The Knitting Mill 1409 3 Ave Toronto ON L3V 7O1

Step three: The %reeting

The most traditional greeting for a business letter is Dear followed by Mr., Ms., Mrs., or Miss, and the persons last name, followed by a **COLON [:] **

E"amples:
Dear Mr. Smith: Dear Ms. Black: Dear Mrs. Brown: Dear Miss Green:

Step &our: The Bod'

The body is the main part of the letter in which you write what you have to say to the person you are writing to. Skip one line after the greeting.

E"amples:
- Your purpose should be clearly understood and your request is well received. Business letters are usually formal, so the language that you use should also be formal. ** This means do not write like you would talk, but instead write like you are writing to a boss**

Step &ive: The (losing

The closing is the ending to your letter. It appears at the bottom of the letter, directly under the body. Only the first word in the closing should be capitalized.

E"amples:
Yours truly,

Sincerely,

Example of a Provincial Exam

(Suggested time40 minutes)

Read the situation below and complete the assignment that follows.

Situation Your name is Kim Rogers. Your pet recently escaped from your home, and you discovered it being cared for at the local animal shelter. While reclaiming your pet, you learned about the services provided by the shelter and the need for public support of this non-profit organization. The shelter provides services such as reuniting lost pets with their owners, animal rescue, emergency care, adoption, and spaying and neutering animals. Volunteers are always needed to provide foster homes, to contribute to the upkeep of the shelter, to educate the public, and to assist in caring for animals. You have decided to write a business letter to Lesley Thompson, editor of the local newspaper, The Wentworth News, requesting that the newspaper publish an article about the shelter. The article should inform readers of the important work being done by the animal shelter, and of its ongoing need for volunteers and financial support.

Example of a Proficient Students letter:

Assignment:
Read the following example of a proficient business letter. Color code the parts of the business letter in the following way: Heading Orange Inside addressYellow SalutationGreen BodyBlue ClosingRed Signature Purple

Writing )our Business Letter

Address the following envelope using the addresses provided.
Your name is Dan Smith, and you are disappointed with your elected MLAs position regarding a new sports facility in your neighborhood. You want him to rethin not building outdoor soccer fields. Your MLA, !ic Strange, li"es at #$% &uscarora 'lace () in *algary, Alberta. +is postal code is &#Y ,M%. You li"e in an apartment building. Your apartment is number #-./, &uscany Springs !oad, () in *algary, Alberta. Your postal code is &-0 ,M%. 11An apartment building always has the apartment number !"#$ and then a hyphen %$ and then the building number &$. So it should loo' li'e: !"#%& Ber'ley Place. Address the en(elope below.

Address the following envelope using the addresses provided.

Your name is *arol +ardy, and you want to write a letter to Air *anada about their recycling policies. You ha"e to write to the Air *anada representati"e, Mindy Space. +er office is located at apartment number ,$-, building 2, -.th Street South in &oronto. &he postal code is S#& 34. You li"e at '5 6o7 8,2, Springban Lin s Dri"e (orthwest, *algary Alberta. 'ostal code &9: 2+.. Address the en"elope below.

The following is a page that is exactly what your provincial exam will look like. Follow the step by step directions

and you will do great!

Writing a Business Letter )our assignment:

Name:________________________________

Writing your

usiness !etter

Step one: Address the envelope. The Return Address

The return address is the name and address of the person sending the letter.

Write the return address *Ton'+s address, in the -o" -elo# using the &ormula:
(ame; Street address; *ity, 'ro"ince, 'ostal code;

Mailing Address
The mailing address is the name and address to which the letter is being sent.

Write the mailing address *.arren+s address, in the -o" -elo#:

(ame; <ob title; 6uilding=*ompany name; Street address; *ity 'ro"ince 'ostal code;

Now write both addresses in the envelope.

Remember:

1. ADDRESSES SHOULD ALWAYS BE WRITTEN USING UPPER-CASE LETTERS. 2. All lines of the address should be aligned on the left (All of the first letters of each line are right under one another) 3. No puctuation (such as commas and periods) should used unless they are the part of a place name (ex. SAINT JOHNS) 4. Always use abbreviations for provinces/territories and for street (ST), avenue (AVE), and boulevard (BLVD).

Step T#o: Remem-er 'our &ormula.

)riting a business letter uses a specific formula, >ust li e the essay. &he formula goes li e this; -. +eading #. :nside Address 9. ?reeting 8. 6ody ,. &he *losing 2. Signature 3. 'rinted (ame

Step Three: The !eading

The heading consists of your address and the date ** So you need to think about which person outline in the assignment is writing the letter** Hint: This will be the address in the top left of your envelope. Once you decide who is writing the letter, write their address in the box below. You do not need to say the name of this person.
Street address; *ity 'ro"ince 'ostal code;

Step

our: The $nside Address

The inside address consists of the name and address of the person you are writing to. 1. It is one line below the heading if handwritten. 2. It is four lines below the heading if typed. **So you need to figure out who the person is that you are writing to. ** Hint: This will be the address in the middle of your envelope. Once you have figured this out, write the address in the box below.
(ame; <ob &itle; 6uilding=*ompany (ame; Street Address; *ity 'ro"ince 'ostal *ode;

Now write both addresses in the space below. Make sure they are aligned on the left, and have one space between one another. ________________________________________________ ________________________________________________ ________________________________________________

________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

Step

ive: The %reeting

The greeting for a business letter is Dear followed by Mr., Ms., Mrs., or Miss, and the persons last name, followed by a **COLON [:] Example: Dear Mr. Green: **So you will need to use the persons name who you are mailing this letter to** Hint: This is the same name in your inside address (step four) Write your greeting in the box below.

Step

ive: The Bod'

Writing your body can be tough, but it doesnt have to be! There are three things you have to remember when writing your body. You want the reader to know: 1. Who you are and why you are writing this letter.

2. Solutions or asking for something related to the topic you are writing about. 3. Thank you for reading and contact information. First paragraph: In your first paragraph, you write who you are (introduce yourself) and explain why you are writing this letter. In this paragraph you either give your solution to the problem or ask for something related to the topic. This is similar to a thesis in your essay.

Here is an example:

Use this paragraph: 1. Underline where the writer introduces themselves. 2. Highlight where the writer gives a solution or asks for something. 3. Label using the number 3 where the writer explains what the letter is going to be about. Therefore, the formula for the first paragraph is: Introduction Solution or favor (why you are writing the letter) Explain what the letter will be about.

Write your first paragraph in the bow below:

:ntroduction; )hy you are writing the letter;

)hat the letter will be about;

Middle Paragraphs: These paragraphs are where you explain why you feel the way you do about the topic. This information is given in the assignment. Use your imagination to expand beyond the basic information given. These paragraphs should show why you are writing the letter by using SPECIFIC EXAMPLES. There should be at least two paragraphs explaining your position. This is the information you were given in the assignment:

In these paragraphs, explain your ideas on: 1. How you could change the products the school sells to more healthy foods and still make money. 2. Explain how to make nutritional food more appealing

3. How to promote healthy food within the school.

:dea @-; *hanging the 'roduct

Example one: ____________________________ Example two: ___________________________

:dea @#; +ow to ma e healthy food more appealing

Example one:

Example two: ____________________________

:dea @9; +ow to promote healthy food in school

Example one:

Example two: ____________________________

Remember when writing your body paragraphs to always align your writing to the left.

Write your body paragraphs using the space below.

________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

The Last Paragraph Your last paragraph has: 1. A Thank you for reading the letter 2. Contact information. Usually you make this information up. Here is an example:

Write your last paragraph in the space below:

Step Si": The (losing

The closing is the ending to your letter. It appears at the bottom of the letter, directly under the body. Only the first word in the closing should be capitalized.
Examples: Yours truly,

Sincerely,

Write your closing in the bow below:

Step Seven: The Signature and /rinted Name

A signature is your full name signed. Your signature should appear directly below the closing. It should always be written in ink. Directly below your signature, you print your name. Remember, this is the name of the person who is writing the letter, not your real name. Your closing, signature, and printed name should look like this:

Write your closing, signature, and printed name in the bow below:

Go back in this booklet, and put all of the pieces of the letter together. Header:

Inside Address:

Greeting:

Body:

Introduction Paragraph

Introduction:

Solution or favor:

What the letter is about:

Middle Paragraphs: (use point form) Idea 1: Changing the Product Idea 2: How to Make Healthy Food Appealing Idea 3: How to promote healthy food in school

Concluding Paragraph

Thank you:

Contact information:

Closing:

Signature:

Printed Name:

Now you can use this organizer to write your business letter. You can handwrite it or type it, it is your choice. Please attach your final copy to this booklet and hand it in. Here is a checklist for your business letter. Use it so you know when you have completed something.

Checklist for your business letter: Do you have a: Heading Inside Address Greeting Body Closing Signature Printed Name Check if you do.

Here are the rubrics used to assess your letter.

Common Abbreviations for street names:

Street Crescent Avenue Circle Court

ST CRES AVE CIR CRT