Welcome to My Blog: PARTS AND STYLES OF BUSINESS LETTERS

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:

1. Cheque
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.

Full Block Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

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.

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.

Modified Block Format Business Letter Template

Your Name

Address
Address
Phone
Today’s Date

Recipient’s Name
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.

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 Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
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

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

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)

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