PARTS OF BUSINESS LETTERS
1. Parts of a Business Letter
- The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organization’s identity.
- Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day. - The Inside Address - In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient's name.
The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
- The Greeting - Also called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).
- The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all capital letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."
- The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.
- The Complimentary Close - This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)
- Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.
- Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.
American Style | British Style | |
Heading | According to the format but usually aligned to the left | The heading is usually placed in the top right corner of the letter (sometimes centred) |
Date | October 19, 2005 (month-day-year) According to the format but usually aligned to the left (two lines below the heading) | 19 October 2005 (day-month-year) Usually placed directly (or 1 blank line) below the heading. |
Salutation | Dear Mr./Ms. Smith: Dear Sir or Madam: Gentlemen: After the salutation there is a colon (:) | Dear Mr./Ms. Smith, Dear Sir or Madam, Dear Sirs, After the salutation there is a comma (,) |
Complimentary close | Sincerely, Sincerely yours, Yours truly, | Sincerely, Yours sincerely, Yours faithfully, |
2. Business Letter Sample - Full Block Style
If you are using company letterhead, your full address will already be centered on the page.
(2 blank lines after letterhead) Current date ---> The date may be written as month-day-year (US style) or day-month-year (UK style). (4 blank lines) Mr./Ms. Name of person you are writing, title ---> The inside address includs the recipient's name, title, Company name company, and full address. Address City, Zip Country (use only if writing to another country) (2 blank lines) Dear Mr. /Ms. Last Name: or… Dear Mr./Ms. Last Name, ---> The salutation is a greeting to the recipient. If you don’t know the name of the individual, address it to the individual’s title in the company or "Dear Sir/Madam". (1 blank line if there is a subject; 2 blank lines if there is no subject) Subject Line (Optional): Title of subject ---> Indicates the subject or purpose of the letter. It may be also placed before the salutation. (1 blank line) Body Paragraph 1: Explain who you are and why you are writing this letter.................................................................. ............................................................................................................................................................................................ (1 blank line) Body Paragraph 2: Use facts, details and experiences to support your opinion or request.............................................. ............................................................................................................................................................................................. (1 blank line) Body Paragraph 3: Tell the reader what you want him to do or what you will do for him................................................ ............................................................................................................................................................................................. (1 blank line) Short sentence: End your letter by saying something courteous to your reader. (2 blank lines) Sincerely, or... Sincerely yours, ---> Capitalize only the first word in the complimentary close, and follow the phrase with a comma. (3/4 blank lines) ---> Your handwritten signature Your name ---> You should type your first and last names. This can be followed by a title on the next line if appropriate. Your title (2 blank lines) NKA/wgs or NKA:wgs ---> The typist's initials (if someone else types your letters) follow the writer's initials, separated by a slash or colon. The writer's initials are in capital letters, the typist's are lowercase. Enclosure (2) ---> Include this if there are additional items with the letter. (2 blank lines) cc: The names of the other recipients ---> The copie line is used to let the reader know that other people are receiving a copy of the document. Follow the colon with the names of the other recipients, listed either alphabetically or according to organizational rank. |
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