Business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients, and other external parties. One of the examples of business letter is:
The parts of business letter are:
This part is also known as head address or letter head. It is always necessary to include a header with the sender’s information such as the company’s name, address, trade mark, telephone number, e-mail address, etc. It is usually printed on the top of the paper. For instance:
The date is the day when the letter is sent and consists of day, month, and year. Do not abbreviate the month and always include all four digits of the year. Date enables quick references in future and helps in prompt action and orderly filing. For instance:
March 8, 2007
3. Inside Address
It is the address of the recipient. If applicable, the first line in the address block should include the recipient’s name, the second line should include the recipient’s title, the third line should state the recipient’s company or business, and the next lines are designated for the actual address. Be sure it is on the left margin. Often there is a line skipped between the address and the date then skip another line after the inside address before the salutation. For instance:
4. The Salutation
In a business letter, the salutation, or also known as greeting, is always formal. It means to greet the addressee and often begins with “Dear [Person’s name]:”. 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. When the name or title is unknown, use “To Whom It May Concern.” Always punctuate the salutation of a business letter with a colon instead of a comma. For instance:
Dear, Mr. Howard:
It is that part of the letter which contains the message to be converged. It is the most important part of the letter and usually consists of three to four paragraph:
1) The first (or the opening paragraph) begins the letter and builds up a relationship with the reader.
2) The second paragraph contains the proper subject matter. It is the main paragraph of the letter.
3) The third paragraph usually is an extension of the second paragraph.
4) The fourth (or the closing paragraph) brings the letter to an end. It must be natural and logical must be final and complete. Closing with an important statement, a question, an offer, or a request leaves the door open for further communication.
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. For instance:
6. Complimentary Close
It is a short, polite remark that ends the letter, and one line after the last body paragraph. “Sincerely” is the most common closing remark. Others include “cordially,” “best wishes,” and “best regards.” The complimentary close can vary in degrees of formality and is dependent upon the relationship between the sender and recipient. A comma should follow the closing. For instance:
Signature is the assent of the writer to the subject matter of the letter and is a practical necessity. It is usually handwritten and put below the complementary close. Below the signature, put the sender’s name. Below the sender’s name, sometimes put the title or position in the company or institution the sender works in. Skip at least four lines after the close for the signature. For instance:
If there are any enclosed documents, such as a resume, indicate this by typing “Enclosures” one line below the listing. The name of each document may be included.
9. Carbon Copy Notation or “CC”
It used when copies of the letter are meant to be sent to more than one person. It is mentioned under “CC” or carbon copy notation. The names of the person to whom copies are to be sent should be written adjacent to the left margin. For instance:
cc: SWRCB members