Basic Parts of a Business Letter
According to Microsoft Office Online, at least one third of all office work is letter writing. A business letter represents both you and your employer so whether the letter comes from you or your administrative staff, should look and sound professional. When the text is clear and simple, and appears balanced on the page, the reader more easily grasps the message.
Most companies use letterhead--stationery with the company’s logo, name, address and other contact and identifying information. If the company does not have letterhead, the company’s full name and address should be typed at the top of the page.
Letters should always include a date. You enter dates two to six lines below the heading, depending on the length of the letter. Use the full month name spelled out, then the day, followed by a comma, and then the four-digit year, for example, June 6, 2010.
Include a reference line to identify a file or case number, invoice number or any other internal identifying information, if your company requires one. Some companies have specific reference codes that they place either in a reference line below the date, or at the very bottom of the letter.
Your letter should include the name of the addresses with her title (Ms. J. Jones, Dr. Charlene Price), followed by her company name and full address, including the postal code.
Adding a subject line makes it easier for the reader to quickly understand the situation. Normally the subject sentence follows the word “Subject:” or “Re:” (regarding). Place the subject after the addressee’s address and before the greeting.
The salutation is your greeting. Most salutations begin with “Dear” followed by either the recipient’s first name, or title and last name. Endeavor to address all letters to an actual person. However, if you don’t know the person’s name, use Dear Madam/Sir, or the job title, such as Dear Accounting Manager.
The opening paragraph should always state why you are writing. Then, in a simple and straightforward manner, explain the situation, the solution, the suggestion or whatever other message you need to get across to the recipient. Be as brief as possible since long complicated messages often distract readers. Start a new paragraph whenever you begin a new subject.
Always use a complimentary close. It is a short, polite closing followed by a comma. When the letter is impersonal, use “Yours truly.” If the letter is to someone above you in rank, use “Respectfully yours.” If you have a personal connection to the addressee, use “Sincerely” or “Sincerely yours.” (Ref. 1, Ref. 2)
Four spaces below the close, type your full or business name. In the space in-between, you will hand write your signature in ink. Use black or dark blue ink for your signature.
If you type a letter for someone else, add identifying initials. For example if John Doe types a letter for Jane Smith, the notation would be JS:jd. Then, if you are enclosing items in the envelope, add an enclosure notation (Enc:, Encl: or Enclosures) followed by the title of the enclosures. Add the notation cc: followed by the names of everyone receiving a copy.
To add information not necessarily related to the letter, like a personal note, include a postscript (P.S.) at the bottom.