Business Letter
A business letter is written in formal language.The letter is written for official correspondence between two organizations and organizations and customers, clients, etc. The style of the business letter depends on the relationship that is shared between the two parties.
A business letter is used for various
purposes like offering a business deal to other organization, accepting an
offer, denying an offer, new schemes for customer, extending the contract with
a client.
The block format is the simplest format; all of the
writing is flush against the left margin.
Your Address 1
The return address of the sender so the recipient can
easily find out where to send a reply to.
•
British English
Position : In the top right corner of the letter.
•
American English
Position : In the top left corner, below the date, or at the end of the letter (below the signature)
Date 2
Put the date on which the letter was written in the format
Put the date on which the letter was written in the format
•
British English
Write :30 October 2003
Position :On the right, one line below the sender's address
•
American English
Write : October 30, 2003
Position : Top left corner
Inside Address 3
The address of the person you are writing to along
with the name of the recipient, their title and company name.
British English
Ms /Miss/Mrs/Mr/Dr...
Company
Name(optional)
house number and the street
place
area code
COUNTRY (in capital letters)
|
American English
Ms/Miss/Mrs/Mr/Dr...
Company
Name(optional)
house number and th street
place,
area code
COUNTRY (in capital letters)
|
Salutation 4
•
If you know the person's name:
a.
In British English, don't use anypunctuation mark
or use a comma.
Dear Ms / Miss / Mrs / Mr +lastname,
Example: Dear Mr Miller or Dear Mr Miller,
Dear + surname,
Example: Dear Chris Miller or Dear Chris Miller,
b.
In American English, use a colon (:)
Dear Ms. / Miss. / Mrs. / Mr. +lastname:
Example: Dear Mr. Miller:
Dear +
surname:
Example: Dear Chris Miller:
c.
To Whom It May Concern/Dear Sir or Madam: if recipient's name is
unknown.
Subject Line (optional) 5
Makes it easier for the recipient to find out what the
letter is about.
•
British English
The subject line is usually placed between the salutation and the body of
the letter.
•
American English
In American English, the subject line can also be placed between the
recipient's address and the salutation.
Body 6
The body is where you write the content of the letter.
Closing 7
Complimentery Close
Yours faithfully,
If you do not know the name of the person
Yours faithfully,
If you do not know the name of the person
Yours sincerely,
If you know the name of the person
If you know the name of the person
Signature 8
Printed Name 9
The printed version
of writer/sender, and if desired
writer/sender can put a title or position, then print it underneath the
signature.
Enclosure(optional) 10
If you wish to enclose documents, you can write the word 'Enclosure' below the printed name. Type "Enclosures
(#)" with the # being the number of other documents enclosed.
Reference Initials(optional) 11
If someone other than yourself typed the letter you
will include your initials in capital letters followed by the typist's initials
in lower case in the following format; AG/gs or AG:gs.
KIND OF BUSSINES LETTEr
