A business letter is a formal letter with six parts:
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.
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.
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.
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.
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.
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.
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.
SUMBER:
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