PART OF BUSINESS LETTERS
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 six parts to a business letter.
1.
The Heading.
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.
Example:
Acme Explosives, Inc.
100-B Dry Gulch Alley
Lonesome Coyote AZ 85789
(602) 555-5555
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. Date
Date of writing.
The month should be fully spelled out and the year written with all four digits
October 12, 2005.
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 Address.
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.
Also
called the 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.
Abbreviations with Names and Titles of People
Use the full name in standard writing unless the
person uses an initial as part of his or her name. Initials may be used in
lists and addresses if appropriate.
Correct: Charles Babbage
Correct, only in list or address: C. Babbage
Correct: John W. Mauchly
(The
initial is fine here because that is the name he went by.)
Social titles before a proper name are
capitalized. All but Miss and Master are abbreviated and end with a period.
Social
titles: Mr. Master Mrs. Miss Ms.
Mlle.
Mme. M. Messrs. (Plural of Mr. or M.)
Mmes.
(Plural of Mrs., Ms., Mme.)
Those social titles that are abbreviated are
abbreviated only in front of names.
Correct: Mr. Babbage is not at home.
Incorrect: You'd better listen, Mr.
(Mr.
is not in front of name; do not abbreviate.
Correct:
You'd better listen, Mister.
The greeting in a business letter always ends in
a colon.
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: or Re:
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.
The body is written as text. A
business letter is never hand written. Depending on the letter style you
choose, paragraphs may be indented. Regardless of format, skip a line between
paragraphs.
Skip a line between the greeting and the body. Skip a line
between the body and the close.
Position:
The letter itself , in paragraph form begins a space or two below the Caption
line. When the Caption line is placed above the salutation it is typed two
spaces below the Caption line.
The
first line will be indented in each paragraph. No indenting is done in the Full
Block form, modified and the N.O.M.A. Forms. Paragraphs are indicated by extra
spacing between them. If the letter is very long it should be indicated on a
separate sheet of paper. It is bad manners to type on the reverse side of the
page.
Contents:
A good business letter builds itself around its central idea. If a banker is
writing to a furniture manufacturer regarding the poor quality furniture
manufactured by him he cannot in the same letter ask him to collect his pass
book. The latter information should be stated seperately on another letter.
The
beginning is important. Let the reader know from the very first sentence what
the letter is about. Use short paragraphs. The usual form of letter is in the
first paragraph we write about any previous correspondence, second the main
message, third elaborate and fill in the details and the last what action is to
be taken and your expectations.
The
“ You attitude” should always be used while drafting letters.
Negatives
like cannot and impossible should be avoided.
Significance:
It is the most important part of the letter. All the other parts are relevant
because they make the body easier and more convenient.
7. The
Complimentary Close.
This short, polite closing ends 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.
Position:
It is polite way of saying “ good bye” It is typed two or three spaces below
the last line of the body of the letter. In the full block form it is typed to
the right of the centre and in the NOMA form it is omitted altogether.
Contents:
It must match the salutation. Thus formal salutations like Sir, Dear Sir take
the formal close like Yours faithfully and yours truly. Dear Mr, will take a
less formal close like Yours cordially or vsery truly yours. The complimentary
close is followed by a comma. A common mistake in India is to put apostrophe
before “ s” , Your’s in INCORRECT.
Significance:
It helps to add a polite touch to the letter and shows the relationship between
the correspondents.
8. The Signature Line.
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. The Attention Line
When a letter is addressed to a company or organization rather than an
individual, an attention line may be given to help in mail delivery.
NB An attention line is never given when the inside address contains a
person's name.
Attention lines are typically directed to: Sales Division, Personnel
Manager, etc.
or it may contain the individual's name. The attention line contains the
word
Attention (or Attn) followed by a colon (:) and the name of the
office,
department or individual. It is placed between the inside address and
the
salutation.
10.
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.
11. Format
and Font
Many organizations have their own
style for writing a business letter, but here
are some common examples.
·
Block
The most common layout for a
business letter is called a block format. In this format, the entire letter is
justified to the left and single spaced except for a double space between
paragraphs.
·
Modified
Block
Modified block is another popular
type of business letter. The body of the letter and the sender’s and
recipient’s addresses are left justified and single spaced. However, in this
format, the date and closing are tabbed to the center point.
·
Semi-Block
The least used style is called a
semi-block. In it each paragraph is indented instead of left justified.
Font
The standard font for business
letters is Times New Roman, size 12. However, fonts that are clear to read such
as Arial may be used.
Sample Letter
{NOTE: your name goes only at the
bottom}
Your Return Address (no
abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state
abbreviation] zip
Date (write out either like October
30, 2016 or 30 October 2016)
First and Last Name of the Person to
whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce
what you are writing about and what you want from them.
In the subsequent paragraphs,
explain the nature of your problem and what they can do for you. Be
non-combative and straight to the point.
In the last paragraph, be sure to
thank him/her for his/her time and efforts on your behalf. Also, let them know
that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature
may appear here}
Jane Doe
A business letter is not restricted
to one page; the letter should be as long as it needs to be.
12. The Post script
P.S.
has no place in a business letter. It is only permissible if information is
received at the last minute and has to be inserted in the letter. When P.S. is
used it must be initialed or signed by the letter writer to show that it has
not been added by someone else.
13. Superscription
It
means that which is written on the top or the outside. The details written on
the envelope. The details are:
Name
and address of the addressee
Name
and address of the sender
Mailing
instructions, “Quick Mail”, Registered A.D.
Attention
line to draw the attention of the person.
14. Reference Number
Position:
it is typed slightly above or below or in a line with the date but on the
opposite side some companies print letter heads which clearly indicate where
the number is to be filled in.
Contents:
1.
Your reference: Our Reference:
2.
Ref. No
3.
R.N.
It
contains letters of the alphabet and numbers, depending upon the system of
filing in a company. It sometimes also indicates the initials of the person who
has sent out the letter or the department from which it is sent
Significance:
filing correspondence’
Helps
to trace previous correspondence.
15. Enclosures
Position:
It must be typed a space or two below the signature in the left margin.
Contents:
Information about additional papers sent along with the letter.if more than one
paper is enclosed then we can indicate the exact number : Encl: 4.
Encls:
Encls:
1.
Cheque
2. Demand Draft
3. Transport receipt.
2. Demand Draft
3. Transport receipt.
Significance:
This is very important for the clerk. If it is indicated then he will extract
them safely.
16. The Salutation
Position: Left hand side below the inside address or
Attention line. It is typed flush with the margin and is never indented. IN
NOMA form it is omitted.
Contents:
Greeting the person
Sir,
( when subordinates write to their superiors, very formal)
Dear
Sir/ Madam ( when addressing individual officers in an organization
Sirs/
Dear Sirs
Gentlemen:
( U.S.)
Dear
Mr. Patel,( Used when business relations are friendly)
My
dear Mr. Patel,( Used when relations are very friendly or close… very rare)
Respected
Sir,( No longer used in business letters only while applying for a job
May
it please your Excellency: ( formal way of addressing presidents, prime
ministers)
Dear
Customer, Dear Reader,( used in Circular letters)
Significance:
Traditional way of greeting the reader of the letter
It
gives a clue as to the relationship between the letter writer and the reader.
STYLE OF BUSINESS LETTER
Professional correspondence should
always have a clean, crisp appearance, and Ginger’s business letter templates
will help you achieve the look you want.
1.
Full Block Style
Full
block style business letters have a formal appearance, however they can be used
in informal business situations as well as formal ones. If you are looking for
a single format that will work well in every situation, this is a good one to
use.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Full Block Format Business Letter Template
Your
Name
Address
Address
Phone
Today’s Date
Address
Address
Phone
Today’s Date
Recipient’s
Name
Company
Address
Address
Address
Dear (Recipient’s Name),
Company
Address
Address
Address
Dear (Recipient’s Name),
This
block format business letter template illustrates how quick and easy
communications can be to type. Notice that it looks very much like the
semi-block letter format, except the paragraphs are not indented. This is a format
you can use for all business occasions.
Notice that all elements in this letter are left justified. This formatting provides a crisp, modern look that many people prefer.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Notice that all elements in this letter are left justified. This formatting provides a crisp, modern look that many people prefer.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Sincerely,
Your
First name, Last name, and Title
Example Full block style
2. Modified Block Style
Modified block style business letters are less formal than
full block style letters. If you are corresponding with someone you already
have a good working relationship with, the modified block style letter is a
good one to use.
Notice that the following business letter format is written without indents. If you prefer to use indents, try using the semi-block or modified semi-block format instead.
Notice that the following business letter format is written without indents. If you prefer to use indents, try using the semi-block or modified semi-block format instead.
Modified Block Format Business Letter Template
Your
Name
Address
Address
Phone
Today’s Date
Address
Phone
Today’s Date
Recipient’s
Name
Company Name
Address
Address
Address
Company Name
Address
Address
Address
Dear
(Recipient’s Name):
This
modified block business letter format looks very much like the modified
semi-block letter format, except the paragraphs are not indented. Modified
block letters are just a little less formal than full block letters.
Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Sincerely,
Your
First name, Last name, and Title
Example Modified Block style
3. Semi Block Style
The
semi-block format business letter is a little less formal than the block format
letter and slightly more formal than the modified block format letter. It works
well in almost all situations and is a good choice if you find yourself on the
fence about which format to use.
Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.
Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.
Semi-Block Format Business Letter Template
Your
Name
Address
Address
Phone
Today’s Date
Address
Address
Phone
Today’s Date
Recipient’s
Name
Company
Address
Address
Address
Company
Address
Address
Address
Dear
(Recipient’s Name),
This
semi-block business letter format looks very much like the block letter format,
except the
paragraphs
have been indented. Semi-block format letters are just a little more formal
than modified semi-block business letters.
Notice
that the sender’s address, the closing, the signature, and the signature block
are left justified.
The
only elements of this business letter format that are not left justified are
the first lines of each of the paragraphs.
If
you have any enclosures to include in this letter, make a note at the bottom
left, a few spaces below
the
signature block. Just write “enclosures:” and follow up with the names of any
items inside the envelope. A brochure, an application, or a copy of an invoice
are some of the things you might think about including.
Sincerely,
Your
First name, Last name, and Title
Embed
code:
Example Semi Block style
4. Hanging-Indented Style
This
very useful style places the first words of each paragraph prominently on the
page. It is useful for letters that deal with a variety of different topics.
However, for normal business communications, this style is very rarely used.
The first line of the paragraph begins at the left-hand margin. And the other
lines of the same paragraph are indented three to four spaces. This is the
reversal of semi-indented style discussed in other page.
Hanging-Indented Format Business Letter
Template
3451,
Jalan 13/35,
65/D-76 : Modern Street,
87212 Singapore.
Phone : 5635 78724132
Fax : 5635 78724133
65/D-76 : Modern Street,
87212 Singapore.
Phone : 5635 78724132
Fax : 5635 78724133
8th April 1988
Mr. John Mark,
152, Bunget Lodge,
23, Jalan Street,
87123 Singapore.
Dear Mr. John Mark,
Hanging-Indented Style
This
is a sample letter written in Hanging-Indented Style.
Yours
Sincerely,
Rajan Carpets
M.K. Khoom,
Managing Partner
Rajan Carpets
M.K. Khoom,
Managing Partner
Example Hanging-Indented style
5. Simplified-Style
Simplified-style
business letters contain all the same elements as the full-block and semi-block
letters. Like the full-block format, the simplified format left-justifies every
line except for the company logo or letterhead. The date line is either
slightly right of center or flush with the center of the page. Letters written
in the simplified format have fewer internal sections, such as the body,
salutation and date line.
Using
the simplified style is the most useful at times when you don’t have a
recipient’s contact name. Because the simplified style does not require a
salutation, you don’t need the person’s name. The simplified format does away
with unneeded formality while maintaining a professional approach.
Simplified style Format Business Letter
Template
Your Name
Address
Phone Number
E-mail (optional)
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
SUBJECT LINE (use capital letters)
When writing a letter using simplified style form, put the date on the left. Then, put the receiver's name, and his/her title, company name, and address.
Write a subject line instead of a salutation.
The subject line must be in all capital letters.
At the end of the letter, put your name and
title, all in capital letters.
YOUR NAME
YOUR TITLE
Example Simplified style
Sumber:
