Essential Parts of a Business Letter
The heading is the return address of the sender. Many companies use letterhead paper which displays their address and the logo; if you do not use letterhead paper, write the sender’s address just below the date.
Include the date that you have written or sent the letter just below the letterhead, or above the sender’s address if you do not have letterhead paper.
3. Inside Address
This is the address that you are sending your letter to; make sure it is written as completely as possible, and includes titles and names if these are known. This is displayed on the left hand margin of the page, and positioned so that it shows through the window in an envelope.
Begin the letter with a formal greeting, beginning with the word “Dear” and including the recipient’s surname. Always use a title for a business letter, unless you are close friends with the recipient. Using Mr. or Ms. along with a last name is a very professional salutation.
A business letter is rarely hand written, and depending on the style of letter you choose, paragraphs may be indented. Leave a blank line between paragraphs, as well as between the body of the letter and the salutation. A line should also be left between the body of the letter and the close. Write in professional language, avoiding slang, swearing and colloquialism. Keep a friendly tone, even if you are delivering bad news. It is good practice to use the final paragraph to detail any actions that you require the recipients to undertake.
Conclude the letter by writing “Yours Faithfully” if you have begun the letter with ‘Dear Sir’, and “Yours Sincerely” if the salutation addresses the recipient by name. Below the space for your signature, write your full name and title. You may wish to include direct contact information, such as a telephone number or email address. Never use a postscript – write everything you need to in the body of the letter.
Business Letter Styles and Formats
Modified Block Style
Modified block business letters use a slightly different format from the full block business letters. In the modified block style the return address, date, and the signature line are slightly to the right of the center of the paper. It is recommended you to tab over to the center of the letter and not use Ctrl-E which would distort the block.
Figure [ 1 ]. Modified Block Style
Semi-Modified Block Style
A semi (modified) block style business letter is justified against the left margin with the exception of including the your return address, the reference line, and your closing, signature, and printed name. These are tabbed about one third to the right of the page.
Figure [ 2 ]. Semi-Modified Block Style
Simplified Style is a form letter that is almost akin to a form of Full Straight but just without any opening and closing greetings. Usually this letter in the go to people who are currently working in that company. Sometimes this simple Form letter writing is very simple without the need to look at neatness and order. The parts of a letter from a simplified style.
Figure [ 3 ]. Simplified Style
Indented Style is a form of a letter in which the letters in go have a paragraph formation line shaped stairs going down. The shape of this Curve usually have a paragraph so that it doesn’t look clean but looks structured primarily in the shape of a Letter addressed in a line any a formations such as the ladder down. The parts of a letter from a indented style.
Figure [ 4 ]. Indented Style
Hanging Indentation Style
Usually the business letters are written on the letter head of the company. In case you have to write your letter in a white paper, please write your address before you start writing your letter. There are few people who suggest writing the sender’s address just below the date. This is also acceptable. There is not strict rule to suggest what is best for you. Let your sense of business judgment rule.
Figure [ 5 ]. Hanging Indentation Style
Kinds of Business Letters
Letter of Intent
A letter of intent spells out in detail the circumstances under which an agreement between the writer and the reader would be made. It is not a contract; it merely states the intent to enter an agreement.
Written to persuade the recipient to buy a product or service, sales letters are usually a part of a direct-mail marketing campaign and often are accompanied by packets, brochures, illustrations and/or catalogs.
Information Request Letter
In an information request letter, the writer requests information and explains why he needs it and/or how it will be used.
Information Response Letter
An information response letter is written in response to a request. Its purpose is to answer questions or provide requested information. It also may promote the business’s products or services.
Customer Claim Response Letter
In a customer claim response letter, the writer attempts to rectify the complaint spelled out in the customer’s claim letter. It should regain the recipient’s confidence in the business and promote it.
Order Request Letter
An order request is a letter in which a purchase is authorized. It lists the items being ordered vertically and typically includes the quantity, order number, description and unit price of each item.
[ 1 ]. Read more: Essential Parts of Business Letters | eHow.com http://www.ehow.com/list_6684034_essential-parts-business-letters.html#ixzz2HogzmPZI [ 2 ]. http://www.austinschools.org/campus/small/latest_news/keyboarding/directions/BlockStyleFormat.html [ 3 ]. http://wiki.answers.com/Q/Semi-block_styles_of_business_letter [ 4 ]. http://sendy-frandika.blogspot.com/2012/11/format-and-style-bussiness-letter.html [ 5 ]. http://sendy-frandika.blogspot.com/2012/11/format-and-style-bussiness-letter.html [ 6 ]. http://sendy-frandika.blogspot.com/2012/11/format-and-style-bussiness-letter.html [ 7 ]. : Kinds of Business Letters | eHow.com http://www.ehow.com/facts_5101793_kinds-business-letters.html#ixzz2Hooy1G00