How to Write Problem-Solution Business Letters
Business letters aren't like the letters you write to your grandmother, but rather detailed and composed creatures of form, etiquette purpose. In a business letter, the typical form being a problem-solution business letter, you need to tactfully assert a problem and at least one potential solution to this problem. Typical corrections could be behavior, punctuality, quality of work ... the list goes on of work ethics and behavior that need to be modified. In the business world a behavior is modified often through problem-solution business letters, which also serve to create a paper trail of disciplinary and corrective action. These necessary documents must be crafted with a practiced finesse to do the job correctly.
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Instructions
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Six Steps to a Problem-Solution Business Letter
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1
Format the business letter heading correctly. The return address takes up three or four lines and is single spaced. Write with postal code effeciency (such as AZ for Arizona rather than spelling it out or writing the abbreviation Ariz.) for the address text. Space for one line and then write the date as month, day, year.
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2
Use the correct saluation. Your saluation should be on the next line after the date from your heading. Write "Dear Ms. Smith:" with the punctuation as a colon, not a comma and definitely not blank.
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3
Type the first paragraph without indentation. The first paragraph should contain a polite greeting and a statement as to why the letter is being written.
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4
Skip a line for the next paragraph, and again with no indentation. Explain what the problem is in this paragraph.
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5
Write at least one or two possible solutions in the next paragraph, politely stated.
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6
Close the letter by skipping a line and typing "Sincerely," and then skip two or three lines and type your name. In blue or black ink, you should sign the business letter.
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