1. INTRODUCTION
The medium used most often for written message to
person outside your organization is the business letter .

2. TYPES OF BUSINESS LETTER
Letter of Complaint
Resume Cover Letter
Letter of Recommendation
Letter of Resignation
Job Applicant Not Hired
Declining Dinner Invitation
Reception of Gift
Notification of Error
Thanks for Job Recommendation
Information Request

3. ENVELOPE
It is never too much trouble to format the envelope correctly.
It may make the difference in the response that you get from
the person on the contents of the letter.
Information in the address should be listed in the following
orders ;
name and title of receiver
name of the department
name of organization
Name of building [if relevant ]
Street address
Post office box office no
City , state and zip code
Country [ if the letter is being send out of the country ]

5. STANDARD PARTS OF THE LETTER
Parts of a business letter:
letterhead (or senders address for plain paper),
date,
inside address
reference line (if applicable)
salutation
body
complimentary close
signature
name of sender printed or typed
enclosures listed (if applicable)

6. HEADING
It is written at the top center of the sheet.
It bears all the necessary information about the
organization's identity.
If the letterhead is not being used then the
return address but not the name is typed above
the date.
The date is aligned with the return address and
written two to six lines below the last line of the
letterhead.

7. INSIDE ADDRESS
It should begin with the addressee's name
followed by a courtesy or professional title
It includes the recipient's name, company,
address and postal code.
If the addressee has no professional title then
the traditional courtesy titles are used such as
Mr., Mrs., Miss, or Ms.

8. SALUTATION
It is typed on the second line below the inside
address.
The type of salutation depends on a relationship
with the recipient.
It normally begins with the word "Dear" and
always includes the person's last name.
For example : Dear Mr. Rohit –When the first line
of an inside address is the name of an
individual.
Dear Rohit – When it is
appropriate to address for the sender to do so

9. BODY
It’s main part of the business letter.
It should be typed single spaced, with double
spacing between paragraphs.
A short letter could be double spaced with
additional blank line spaces.
A new paragraph should be used if a new idea is
introduced.

10. COMPLEMENTARY CLOSE
This polite closing always ends with a comma.
For e.g. Sincerely,
Sincerely yours,
It is either at the left margin or its left edge is in
the center, depending on the Business Letter
Style.

11. SIGNATURE AREA
It is the last part of the letter.
The sender should sign the first and the last
name.
The signature line may include a second line
for a title, if appropriate.
It is pen written above the sender’s typed name.

12. SIGNATURE AREA
It may include information about the message
composer, the typist and the word processing
data.

13. OPTIONAL PART OF THE LETTER
Optional parts are those parts of a letter that we use when
required. They are;
1) Attention line
2) Subject line
3) Enclosure notation
4) Copy notation
5) File or account number
6) Postscript

14. ATTENTION LINE
Direct a letter to a
particular person or
title , department in
an organization we
can use attention line

15. SUBJECT LINE
Subject line helps
tell your reader at a
glance what your
letter is about

16. ENCLOSER NOTATION
Notation alert the
address to check
for enclosures .

17. COPY NOTATION
When we want person other than the address to receive a
copy of your letter the name of these person should be
typed just below the reference initial or the enclosures
notation .

18. FILE OR ACCOUNT NUMBER AND MAILING
NOTATION
To aid in filing and quick retrievals for the both sender
and reader of the company ,some firms requires that
file , loan or account no be typed above the body of the
letter .

19. POSTSCRIPT
To emphasize a point already in your letter or to
include a brief personal msg unrelated to the
letter , a post script , typed or hand written may
be added below everything else typed on the
page .

20. LEETER LAYOUT
Business letter layout is important. There are
three main layouts that are commonly used and
people will be used to seeing them when they
receive business letters.

21. BLOCK FORMAT
The most commonly used letter format is block format.
The other two formats are modifications of the block
format.
for example ;

23. MODIFIED BLOCK FORMAT
In the modified block format, business letter
layout, the sender’s address, date and closing
are all moved towards the centre of the page
example ;

25. PUNCTUATION STYLE
Standard punctuation applies through out the letter with the
following specifications:
Punctuation after the salutation and closing - use a colon (:)
after the salutation (never a comma) and a comma (,) after
the closing. Called mixed punctuation.
In some circumstances, you may also use a less common
format, known as open punctuation.

26. BIBLIOGRAPHY
http://www.ehow.com/about_6602798_purpose-
writing-business-letter.html
http://www.ehow.com/list_7535468_10-types-
business-letters.html
http://www.ehow.com/how_2121827_write-business-
envelope.htmlhttp://
www.austinschools.org/campus/small/latest_news/k
eyboarding/directions/Punctuation.html
Effective business communication – Herat A Murphy
, Jane p Thomas .