Business
Latter
A business letter is a
letter written in formal language that is usually a letter from one company to
another, or between such organizations and their customers, clients and other
external parties. Style of letter will depend on who letter to addres, several
reason why it makes business letter, for example to request direct information
or action from another party, to order supplies from a supplier, to point out a
mistake by the letter's recipient, to reply directly to a request, to apologize
for a wrong, or to convey goodwill.
Part
of business letter
A business letter is more formal than a personal letter. It should
have a margin of at least one inch on all four edges. It is always written on
8½"x11" (or metric equivalent) unlined stationery. There are parts of a business letter :
1.
The Heading (The Retern Address) or Letterhead
Companies usually use printed paper where heading or letterhead is
specially designed at the top of the sheet. It bears all the necessary
information about the organisation’s identity. This contains the return address
(usually two or three lines) with the date on the last line. Sometimes it may
be necessary to include a line after the address and before the date for a
phone number, fax number, E-mail address, or something similar. Often a line is
skipped between the address and date. That should always be done if the heading
is next to the left margin. (See Business Letter Styles). It is not necessary
to type the return address if you are using stationery with the return address
already imprinted. Always include the date.
2.
The Date of Letter
Date of writing. The month should be fully spelled out and the
year written with all four digits October 12, 2005 (12 October 2005 – UK
style). The date is aligned with the return address. The number of the date is
pronounced as an ordinal figure, though the endings st, nd, rd, th, are often
omitted in writing. The article before the number of the day is pronounced but
not written. In the body of the letter, however, the article is written when
the name of the month is not mentioned with the day.
3.
The Inside Addres
This is the address you are sending your letter to. Make it as
complete as possible. Include titles and names if you know them. This is always
on the left margin. If an 8½" x 11" paper is folded in thirds to fit
in a standard 9" business envelope, the inside address can appear through
the window in the envelope. An inside address also helps the recipient route
the letter properly and can help should the envelope be damaged and the address
become unreadable. Skip a line after the heading before the inside address.
Skip another line after the inside address before the greeting.
4.
The Greeting / Salutation
The greeting in a business letter is always formal. It normally
begins with the word "Dear" and always includes the person's last
name. It normally has a title. Use a first name only if the title is
unclear--for example, you are writing to someone named "Leslie," but
do not know whether the person is male or female. For more on the form of
titles, see Titles with Names. 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).
5.
The Subject Line (optional)
Its inclusion can help the recipient in dealing successfully with
the aims of your letter. Normally the subject sentence is preceded with the
word Subject: orRe: Subject line may be emphasized by underlining, using bold
font, or all captial letters. It is usually placed one line below the greeting
but alternatively can be located directly after the “inside address,” before
the “greeting.”
6.
The Body Paragraphs
The body is where you explain why you’re writing. A business
letter is never hand written. 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.
The Complimentary Close
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”. (Note: the second word of the closing is NOT
capitalized).
8.
Signature and Writer’s identification
Skip two lines (unless you have unusually wide or narrow lines)
and type out the name to be signed. This customarily includes a middle initial,
but does not have to. Women may indicate how they wish to be addressed by
placing Miss, Mrs., Ms. or similar title in parentheses before their name. The
signature line may include a second line for a title, if appropriate. The term
"By direction" in the second line means that a superior is
authorizing the signer. 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. Business letters should not contain postscripts. Some
organizations and companies may have formats that vary slightly.
9.
Initials, Enclosures, Copies
Initials are to be included if someone other than the writer types
the letter. If you include other material in the letter, put ‘Enclosure’,
‘Enc.’, or ‘ Encs. ‘, as appropriate, two lines below the last entry. cc means
a copy or copies are sent to someone else.
Reference :
