2. Parts of the Letter
• The following are the standard parts of the letter:
• Heading_letterhead and date
• Inside address
• Salutation
• Complementry closing
• Signature block
• Reference section
3. HEADING – LETTERHEAD AND DATE
• Headings-either letterhead or your own address-
should be at the top of the letter before the date and
before the name and address of the receiver of your
message.
• If letterhead is stationery, it is usuallyat the top
center of the letter.if it is not, your return address ,
but not your name , is typed directly above the date
about 2 inches from the top.
• The date is typewritten two to six lines below the last
line of the letterhead.
4. INSIDE ADDRESS
• The inside address should begin with the addressee's
name, professional title and address.
• If the addressee has no professional title, such as
docter or professer,the traditional ceremony titles
are Mr. , Mrs. etc .
• After the courtesy titleinclude your addresse full first
name or two initials or surname.
5. SALUTATION
• They are typed below the inside address & two lines
above the body of the letter.
• 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).
6. BODY
• 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. COMPLIMENTARY CLOSING
• 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".
8. SIGNATURE BLOCK
• 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. REFERENCE SECTION
• May include information about the message composer,
the typist & sometimes word processing data.
• If someone other than the signer of the letter composes
the letter, practice varies regarding reference initials .
• Many firms show on the file copy the initials of the signer
, writer, typist. The orignal to the addressee may omit all
or only the writer initials to avoid showing that the signer
did not compose the letter.
• At present there is no universaly recommended way to
include references.
