13 Parts of a Business Letter with Business Letter Example
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| Letter Example: 13 Parts of a Business Letter |
13 Parts of a Business Letter
1. Letterhead
This part is already printed by a company as its identity. Letterhead is only
for the first page of a business letter.
2. Dateline
Dateline is the date when the letter is printed. Dateline is typed with some
space under the letterhead.
3. Inside Address
Inside address is the address of the recipient, and actually the same address
written on the envelope.
4. Attention Line
Attention line is not always included in a business letter. Actually,
attention line is included when the letter is not generally addressed to a
company, but to a specific person in the company. Attention line must be typed
with capital letters and be underlined.
5. Salutation
There are various salutations which are used for politeness and formality of a
business letter. The examples of salutations are "Dear Sir," "Dear Madam,"
"Dear Sir or Madam," "Gentlemen," "Gentlemen and Ladies". However, if the
recipient is known to the writer, the best way is to write the recipient's
name after the word "dear". If the recipient's name is unknown, the best way
is to mention his/her position or employment.
6. Subject Line
Subject line is often omitted in a business letter. However, if it is
included, it will add politeness value of a business letter. The recipient
will know directly the things that will be presented in the letter. Therefore,
the recipient understands the urgency of the letter. Subject line is typed
with capital letters and is underlined.
7. Body
Body is the part where the content of the letter is placed: messages or
intention which will be presented.
8. Complimentary Closing
Complimentary closing is a formal and polite method to end a business letter.
The standard complimentary closings often used are "Yours truly," or "Truly
yours," "Sincerely yours," "Respectfully yours," and so on. It is better to
avoid using too familiar complimentary closings, except for certain situation.
"Best wishes," for example, can be used if the reader of the letter is known
well to the writer. Greetings such as "Fondly" or "Love" are intended for
intimate relationship.
9. Signature
In a formal business letter, the signature of the writer must be included. In
this case, the signer of the letter represents his/her company or position,
not personal.
10. Signer's Identification
The signer Identification such as name and position is a must in a formal
business letter. This part is typed under the signature.
11. Reference Initials
In an English business letter, as seen in the picture above, the signer's
initials are included. The initials are typed with capital letters and
followed by a slash (/) or colon (:), and then by the letter typist's initials
in lowercase. Thus, it can be known the persons who prepare the letter.
12. Enclosure Reminder
In an English business letter, Enclosure is placed on the bottom left, above
the "CC" notation. The purpose of enclosure reminder is to remind the reader
not to ignore other pages, besides the main page of the letter.
13. "CC" Notation
As a formal and polite business letter, this part automatically tells the
reader that the letter is also sent to other people written on the "CC"
notation list. "CC" stands for "Carbon Copy".
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