204 / Types of Writing
perhaps with a quick phone call. Usually, a business switchboard operator or recep-
tionist can give you the information you need. Using current, accurate information
justifies even a long-distance call, especially for important matters.
STEP 2: Prewriting—Planning the Body for a Business
Letter
Because much of the business letter form requires only that you put accurate infor-
mation in certain parts of a prescribed format, the only planning necessary is for the
body of the letter.
First, write a single sentence that says what you want this letter to accomplish. Start
with the phrase, “The purpose of this letter is to... .” Then complete the sentence.
Develop a sentence similar to one of the following examples:
The purpose of this letter is to direct the exchange of a sweater ordered from a
mail-order company for the same sweater in a larger size.
The purpose of this letter is to get information about the tourist attractions in
and around Denver.
The purpose of this letter is to apply for the position of sales manager in the
company.Next, list the important ideas you want to include, most notably the following:
For a Personal Business Letter- the account or other identification number, as applicable
- the date of the transaction, contractual agreement, conversation, or other
business contact - any necessary background information
- a direct statement of what you want of the reader: a reply, an appointment, or
perhaps, no action
For a Request for Information- specific details about the information you are requesting: dates, places, and
general-interest areas for tourist information; specific areas of inquiry for
printed information - details about payment
- directions for forwarding the requested information: to whom, where, by what
means, at whose expense