Part of a Business Letter
The Heading
The
heading contains the return address with the date on the last line. Sometimes
it is necessary to include a line before the date with a phone number, fax
number, or e-mail address. Often there is a line skipped between the address
and the date. It is not necessary to type a return address if you are using
stationery with the return address already imprinted, but you should always use
a date. Make sure the heading is on the
left margin.
Example:
Ms.
Jane Doe
543
Washington St
Marquette,
MI 49855
Tel:
Fax:
Email:
June
28, 2011
Recipient’s
Address
This
is the address you are sending your letter to. Be sure to make it as complete
as possible so it gets to its destination. Always include title names (such as
Dr.) if you know them. This is, like the other address, on the left margin. If
a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9”
business envelope, the inside address should appear through the window in the
envelope (if there is one). Be sure to skip a line after the heading and before
the recipient’s address, then skip another line after the inside address before
the greeting. For an example, see the end of this sheet for a sample letter.
The Salutation
The
salutation (or greeting) in a business letter is always formal. It often begins
with “Dear {Person’s name}.” Once again, be sure to include the person’s title
if you know it (such as Ms., Mrs., Mr., or Dr).
If you’re unsure about the person’s title then just use their first
name. For example, you would use only the person’s first name if the person you
are writing to is “Jordan” and you’re not sure if he or she is male or female.
The
salutation always ends with a colon.
The Body
The
body is the meat of your letter. For block and modified block letter formats,
single space and left justify each paragraph. Be sure to leave a blank line
between each paragraph, however, no matter the format. Be sure to also skip a
line between the salutation and the body, as well as the body and the close.
The Complimentary Close
The
complimentary close is a short and polite remark that ends your letter. The
close begins at the same justification as your date and one line after the last
body paragraph. Capitalize the first word of your closing (Thank you) and leave
four lines for a signature between the close and the sender’s name. A comma
should follow the closing.
The Signature Line
Skip
at least four lines after the close for your signature, and then type out the
name to be signed. This often includes a middle initial, although it is not
required. Women may put their title before had to show how they wish to be
addressed (Ms., Mrs., Miss).
The
signature should be in blue or black ink.
Enclosures
If
you have any enclosed documents, such as a resume, you can indicate this by
typing “Enclosures” one line below the listing. You also may include the name
of each document.
Format and Font
Many
organizations have their own style for writing a business letter, but here are some common examples.
Block
The
most common layout for a business letter is called a block format. In this
format, the entire letter is justified to the left and single spaced except for
a double space between paragraphs.
Modified
Block
Modified
block is another popular type of business letter. The body of the letter and
the sender’s and recipient’s addresses are left justified and single spaced.
However, in this format, the date and closing are tabbed to the center point.
Semi-Block
The
least used style is called a semi-block. In it each paragraph is indented
instead of left justified.
Font
The
standard font for business letters is Times New Roman, size 12. However, fonts
that are clear to read such as Arial may be used.
Sample
Letter
{NOTE:
your name goes only at the bottom}
Your
Return Address (no abbreviations for Street, Avenue, etc.)
Your
City, YO [your two letter state abbreviation] zip
Date
(write out either like June 4, 2004 or 4 June 2004)
First
and Last Name of the Person to whom you are writing
Address
City,
ST zip
Dear
Mr./Ms. Whomever:
In
the first paragraph, introduce what you are writing about and what you want
from them.
In
the subsequent paragraphs, explain the nature of your problem and what they can
do for you. Be non-combative and straight to the point.
In
the last paragraph, be sure to thank him/her for his/her time and efforts on
your behalf. Also, let them know that you will contact them or that they can
contact you with any questions.
Sincerely
yours,
{four
spaces so that your signature may appear here}
Jane
Doe
A
business letter is not restricted to one page; the letter should be as long as
it needs to be.
STYLES OF BUSINESS LETTERS
The Styles of Business Letters (Layouts of Business
Letters) have undergone changes over the period of time. In the old times, the
style was followed strictly. But recently liberty has been given to the
business people to follow their own styles. Although no room was allowed for
deviation form the standard form an effective letter during old days, the
letters written then was more effective. There are still many business houses
which use the old layout. But things have become much easier and business
people have taken liberty in their approach towards adopting the layout of
their business letters.
7. Memorandum
Fully-Blocked Style, Modified Block Style and Simplified
Style are widely used these days among the business houses. Fully-Indented
Style, Semi-Indented Style and Hanging-Indented Style are not extensively used.
But all can be used by all. There is no restriction in using one style over
others. It is only you who should decide which should be the best for you to
bring the desired results.
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