Business Letter
A business letter is a letter written in formal language from one
company to another, or between such organizations and their customers, clients
and other external partyes for various commercial purposes. These purposes can
be a business deal, complaint, warning, notice, invitation, declaration,
information, apology and various other corporate matters. The overall
style of letter depends on the relationship between the parties concerned.
There are some important elements that make up the common business letter
format. When identified in a letter, these are what effectively qualify is as a
business letter.
Example of Business Letter :
Parts of Business Letter :
1. The
Heading of Letter Head
Most professional
business correspondence is printed on a letterhead template. A letterhead
contains the company name, address and contact information. An individual may
also create a letterhead that contains his name and personal contact
information. While some individuals may choose not to create a formal
letterhead, it is always necessary to include a header with the sender's
information.
2. The
inside address
This is the
address of the recipient. If applicable, the first line in the address block
should include the recipient's name and title, and the second line should state
the recipient's company or business. The third and fourth lines are designated
for the actual address.
3. Date
Simply put, the
date is the day the letter is sent. The most commonly used date format is: June
21, 2011. Do not abbreviate the month and always include all four digits of the
year.
4. Salutation
Different
circumstances determine which salutation or greeting is most appropriate. Use
"Dear" when the recipient's name or title is known. Examples include
"Dear Mr. Doe" or "Dear Sales Director." When the name or
title is unknown, use "To Whom It May Concern." Always punctuate the
salutation of a business letter with a colon instead of a comma.
5. Body
text
The body is the
longest part of a letter and is usually divided into three subcategories:
introduction, main content and summary. The introductory paragraph states the
purpose of the letter. The main content conveys all necessary detailed
information and has no set length requirements. The last paragraph summarizes
the information provided, restates the letter intent and offers either
instructions or an inquiry regarding follow-up correspondence.
6. Complimentary
closing
The complimentary
close is a word or short phrase that basically means "goodbye."
"Sincerely" is the most common closing remark. Others include
"cordially," "best wishes," and "best regards."
The complimentary close can vary in degrees of formality and is dependent upon
the relationship between the sender and recipient.
7. Signature
and Typed Name
In letters that are sent via email,
the signature is simply the sender's name and title typed immediately below the
complimentary close. When a letter is mailed, faxed or hand-delivered, however,
there should be a large enough space below the closing and above the typed name
and title for the sender to provide her written signature.
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