A business letter www.Businessguides.co.uk/ is a formal written communication that is used to communicate with businesses or organizations. It is important to use proper business letter format when writing a business letter in order to create a professional impression.
The following are the 13 parts of a business letter:
- Letter Heading
The letter heading includes the sender’s name, address, and phone number. It is typically located at the top of the letter, flush left.
- Date
The date is typed one line below the letter heading. It should be written in the format “Month Day, Year.”
- Inside Address
The inside address includes the recipient’s name, title, company, and address. It is typed one line below the date, flush left.
- Attention Line
The attention line is optional. It is used to direct the letter to a specific person within the recipient’s organization. It is typed one line below the inside address, flush left.
- Subject Line
The subject line is typed one line below the attention line, flush left. It summarizes the main purpose of the letter in a few words.
- Salutation
The salutation is used to address the recipient of the letter. It is typed two lines below the subject line, flush left. The most common salutations are “Dear Mr./Ms. Last Name” and “Dear Sir or Madam.”
- Body
The body of the letter is where you will write the main content of your letter. The body should be single-spaced and indented.
- Complimentary Close
The complimentary close is typed two lines below the last line of the body of the letter, flush left. The most common complimentary closes are “Sincerely,” “Yours truly,” and “Cordially.”
- Signature
Your signature is typed one line below the complimentary close.
- Sender’s Name
Your name is typed one line below your signature.
- Sender’s Title
Your title is optional. If you have a title, it is typed one line below your name.
- Enclosure Notation
If you are enclosing any documents with your letter, you will need to include an enclosure notation. The enclosure notation is typed two lines below your signature, flush left. It should list the names of all of the documents that you are enclosing.
- Carbon Copy Notation
If you are sending a carbon copy of your letter to someone else, you will need to include a carbon copy notation. The carbon copy notation is typed two lines below the enclosure notation, flush left. It should list the names of all of the people who you are sending a carbon copy to.
Here are some additional tips for writing a business letter:
- Use a professional font and font size.
- Use correct grammar and spelling.
- Proofread your letter carefully before sending it.
- Use a business envelope.
- Mail your letter by the United States Postal Service.
By following these tips, you can write a business letter that is professional, clear, and effective.
Here is an example of a business letter:
[Your Name] [Your Title] [Your Company] [Your Address] [Your Phone Number]
[Date]
[Recipient Name] [Recipient Title] [Recipient Company] [Recipient Address]
[Subject]
Dear [Recipient Name],
I am writing to you today to inquire about the possibility of [state your purpose for writing the letter].
I have been a customer of your company for [number] years and have always been satisfied with your products and services. I am particularly interested in [product or service that you are interested in].
I would appreciate it if you could send me more information about [product or service]. I would also like to know if you have any special offers or discounts available.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely, [Your Signature] [Your Printed Name]
I hope this article has been helpful. If you have any other questions about business letter format, please feel free to ask.