Parts of a Business Letter
A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.
A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.
A business letter is more formal than a
personal letter. It should have a margin of at least one inch on all four edges.
There are parts to a business letter :
1. 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 organisation’s identity.
Example :
(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.
Example :
3.
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 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.
Example :
4.
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).
Example :
5.
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 wordSubject: or Re: Subject line may be
emphasized by underlining, using bold font, or all captial letters. It is
usually placed one line below the greeting but alternatively can be located
directly after the "inside address," before the "greeting."
Example :
6.
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.
7.
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)
8.
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.
9.
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.
Example part of business letter :
Style Of Business Letter
1.
Full Block.
Full
block style is a letter format in which all text is justified to the left
margin. In block letter style, standard punctuation is placed after salutations
and in other headings. Open punctuation, however, refers to a modification of
style where all nonessential punctuation is omitted. A few key factors will
help you understand block style format and the difference that open punctuation
makes. Sample
Form Letter Full Block Style:
1) Return Address: If your stationery has a letterhead, skip
this. Otherwise, type your name, address and optionally, phone number. These
days, it’s common to also include an email address.
2) Date: Type
the date of your letter two to six lines below the letterhead. Three are
standard. If there is no letterhead, type it where shown.
3) Reference Line: If the recipient specifically requests information,
such as a job reference or invoice number, type it on one or two lines,
immediately below the Date.
4) Special Mailing Notations: Type in all uppercase characters,
if appropriate.
5) On-Arrival Notations: Type in all uppercase characters, if
appropriate. You might want to include a notation on private correspondence.
6) Inside Address:
Type the name and address of the person and/or company to whom you’re sending
the letter, three to eight lines below the last component you typed. Four lines
are standard.
7) Attention Line: Type
the name of the person to whom you’re sending the letter.
8) Salutation: Type
the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but
don’t guess spelling or gender.
9) Subject Line: Type
the gist of your letter in all uppercase characters, either flush left or centered.
Be concise on one line.
10) Body: Type two spaces between sentences.
Keep it brief and to the point.
11) Complimentary Close: What you type here depends
on the tone and degree of formality.
12) Signature Block: Leave four blank lines after the
Complimentary Close to sign your name. Sign your name exactly as you type it
below your signature. Title is optional depending on relevancy and degree of
formality.
13)
Identification Initials: If someone typed
the letter for you, he or she would typically include three of your initials in
all uppercase characters, then two of his or hers in all lowercase characters.
14) Enclosure Notation: This line tells the reader
to look in the envelope for more. Type the singular for only one enclosure,
plural for more.
15) cc: Stands for courtesy copies (formerly carbon
copies). List the names of people to whom you distribute copies, in
alphabetical order.
2.
Semi-block style
Semi-blok fromat: in a format this text
parallel left and all paragraphs in the letter is indented. Format shape on
this letter on letter head, date, complementary a close, and signature being in
a position flattened right. In the layout uneven right, but can dibilangg
flattened middle. Other parts on a letter as inside address, subject, salutation,
body of letter, and enclosure if terdapatnya attachment letter,Being flattened
on the left.
Sample
Form Letter Semi Block Style :
Description:
1.Kop
Letter
2.
Date of preparation of letters
3.
Letter No.
4.
attachment
5.
case
6.
The letter addressed
7.
a word of salutation
8a.
Introduction letter
8b.
Explanation letter
8c.
The cover letter
9.
Greetings Closing
10.
Name of office
11.
signature
12.
Names to approach
13.
copy
14.
Attachment page letter / initials
3.
Simplified-style
Simplified-style business letters
contain all the same elements as the full-block and semi-block letters. Like
the full-block format, the simplified format left-justifies every line except
for the company logo or letterhead. The date line is either slightly right of
center or flush with the center of the page. Letters written in the simplified
format have fewer internal sections, such as the body, salutation and date
line.
Using the simplified style is the most
useful at times when you don’t have a recipient’s contact name. Because the
simplified style does not require a salutation, you don’t need the person’s
name. The simplified format does away with unneeded formality while maintaining
a professional approach.\
Sample
Form Letter Simplified-style :
4.
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.
Sample
Form Letter Hanging-Indented Style :
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