Parts of Business Letter
Business Letter
Business letter is a letter used by people or entities that conduct business activities such as trade, industry, and business services. For example: mail order and others. In general, the letter will be directed to a specific person and be about one topic. Sometimes, the business letter will be looking for a response, but might be to give important information about an up-coming change of address or telephone number. The letter might give information about new developments - a new website; launch a product. To allow the sender to handle any response more efficiently, the business letter might contain key information such as internal reference from the sender or related to the product in question.
Layout of Business Letter
From the picture above, the following section is an explanation of the parts:
1. 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.
2. 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.
3. 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 salutation always ends with a colon.
4. 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.
5. 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.
6. 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.
The signature should be in blue or black ink.
7. 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.
Styles of Business Letter
Business letter can be written with different styles, such as :
1.
Fully-Indented Style
This letter has used the fully indented style. The recipient’s
name and address and the paragraphs of the body of the letter are indented five
spaces. In few cases more spaces are used. The typists will decide the space
level. Te subject of the letter is types just 2 lines below the salutations at
the center. The difference between 2 paragraphs will be 2 lines. The
complimentary closing is typed at the center 2 lines just below the body of the
letter. The signature is written five line-spaces below the complimentary
closing. Although this style looks beautiful, this style is not widely used
these days. Because typing a letter in this style requires many keyboard
strokes, this style is avoided.
2. Semi- Indented Style
This style is quite different from the fully-indented style. In
this style, the recipient’s address is not indented. The recipient’s address is
typed flushed on the left-hand side of the letter. The signature is also not
indented. This style is also not used widely these days. Since the companies
want to get their letters types in very short time, they started using computer
generated methods. As fully-indented style, this style also takes more time to
type the letters. So, the typists themselves started to avoid these styles.
3.
Hanging-Indented Style
This very useful style places the first words of each paragraph
prominently on the page. It is useful for letters that deal with a variety of
different topics. However, for normal business communications, this style is
very rarely used. The first line of the paragraph begins at the left-hand margin.
And the other lines of the same paragraph are indented three to four spaces.
This is the reversal of semi-indented style discussed in other page.
4.
Fully-Blocked Style
This style is widely used across the globe. This style does not
use any indent at all. Every single line is typed from the left-hand side.
Since this style demands less number of keystrokes, this style increases the
speed of the typist. Even for computer typing, this style is more convenient.
Note that this style does not use comma after every line in the address. This
is also reducing the number keystrokes required. But the proper punctuations
are added properly.
5.
Modified Block Style
This style is similar to the fully-blocked style. It differs in
the positioning of few items. The date is typed on the right-hand side of the
page rather than the left-hand side of the page as followed in the fully-blocked
style. The subject of the letter and the signature and the name and the
designation of the sender are centered. These modifications give the letter a
balanced appearance. However this is not the only way to modify the fully
blocked style. You may want to place other items in different places.
6.
Simplified Style
This is another modification of the fully-blocked style. This
style is used when you write a letter and you do not know the name and title of
the person to whom you are writing the letter. The salutation and the
complimentary closing are used in this style. The subject is mentioned din
capital fonts and that subject need not be underlined. Today around all the
business houses, this style is widely used when the writer of the letters does
not want to give importance to formality. Since the formality is not adopted
here, this style goes to the heart of the addressee. This style give more
importance only to the core matter of the letter.
7.
Memorandum
The memorandum (or memo) is primarily used as an inter-office
letter. That means memorandum is used to send letters from one person to
another who are working in the same company. This adopts, sometimes, business
letter style. At the top left-side of the memo, the sender’s name, the
recipient’s name, the date and the subject matter are mentioned.
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