Parts Of Business Letter

What is Business Letter?

A letter written for business purpose is a business letter. Inquiry letter, offer letter, order letter, cover letter, notices, termination of employment are some of the business letters. Suppose a person wants to write any of these business letters.

Parts of Business Letter

      1.      The Heading or Letterhead

Every business letter should start with the address of the letter writer's business, along with an email and telephone number.

ü  This should be aligned to the right-hand margin of your letter.

ü  Leave one line empty, then write out the date, including the full spelling of the month.

ü  On the next line, write out your greeting, which should be aligned to the left-hand margin of your letter.

ü  If you know the person you are sending your letter to, you should write "Dear (Name of Person)." If you are not sure whom to address the letter to, use a generic greeting such as "To Whom It May Concern."

      2.      Date

Date of writing

ü  We write the date on the right-hand side corner of the letter below the heading.

ü  The month should be fully spelled out and the year written with all four digits October 12, 2005.

ü  The date is aligned with the return address.

ü  The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing.

ü  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.      Reference

It shows the department of the organization sending the letter. The letter-number can also be used as a reference

      4.      The Inside Address

In a business or formal letter you should give the address of the recipient after your own address.

ü  Include the recipient's name, company, address and postal code.

ü  Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.

ü  The Inside Address is always on the left margin.

ü  If an 8 1/2" 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.

      5.      Subject

It is a brief statement mentioning the reason for writing the letter. It should be clear, eye catchy, short, simple, and easily understandable.

      6.      The Greeting

Also called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).

      7.      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."

      8.      The Body Paragraph

This is the main part of the letter. It contains the actual message of the sender. The main body of the mail must be clear and simple to understand. The body of the letter is basically divided into three main categories.

ü  Opening Part: The first paragraph of the mail writing must state the introduction of the writer. It also contains the previous correspondence if any.

ü  Main Part: This paragraph states the main idea or the reason for writing. It must be clear, concise, complete, and to the point.

ü  Concluding Part: It is the conclusion of the business letter. It shows the suggestions or the need of the action. The closing of the letter shows the expectation of the sender from the recipient. Always end your mail by courteous words like thanking you, warm regards, look forward to hearing from your side etc.

      9.      The Complimentary Close

This short, polite closing ends always 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. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)

     10.  Signature and Writer’s Identification

ü  It includes the signature, name, and designation of the sender.

ü  It can also include other details like contact number, address, etc.

ü  The signature is handwritten just above the name of the sender.

      11.  Enclosures

Enclosures show the documents attached to the letter. The documents can be anything like cheque, draft, bills, receipts, invoices, etc. It is listed one by one.

      12.  Copy Circulation

It is needed when the copies of the letter are sent to other persons. It is denoted as C.C.

      13.  Postscript

The sender can mention it when he wants to add something other than the message in the body of the letter. It is written as P.S.

Reference:

https://www.toppr.com/guides/business-communication-and-ethics/business-correspondence/parts-of-business-letter/

http://dendyraharjo.blogspot.com/2012/11/part-of-business-letter.html

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STYLE OF BUSINESS LETTER

STYLE OF BUSINESS LETTER

A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external partyes. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many type of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.

Elements of business letter :

       1)      Letterhead (can be substituted with a return address in an individual to business letter)

       2)      Date

       3)      Inside Address

       4)      Salutation

       5)      The Body of the Letter

       6)      Complimentary Close

       7)      Signature Block

There are 6 types / style of business letter, such as:

      1.    FULL BLOCK STYLE

Is a letter format in which all text is justified to the left margin. In block letter style, standard punctuation is placed after salutations in other headings.

Example :

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

Dear __________:

When writing a letter using block form, no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly explain that you are deaf/ hard-of-hearing and that s/he can call you through relay. Give the receiver his/her state relay number and explain that s/he will need to give the operator your number. Then give him/her your number.

Sincerely,

Your Signature

Your Name
Your Title

      2.    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, complimentary closing and the signature line are slightly to the right of the center of the paper. 

                  3.    SEMI BLOCK STYLE

A semi-block style letter is a less formal version of a block or a full-block letter with the differences being the sender’s address, date, reference or attention line and complimentary closing. In addition, the signature lines are located direct center or slightly right of center, along with indented paragraphs. The semi-block style is also called modified semi-block because it is a modified version of the block or full block style.

Business letters generally contain the same elements, and these elements are expected in business correspondence. The semi-block style of business letter, with indented paragraphs and off center elements, appears less formal than the block and full block styles, where all elements of the letter are left margin aligned, and there are no indentations. The block and full block styles display a uniformity with the margin alignment, which gives a business letter a more formal appearance. Depending on the purpose and content of the letter, a semi-block format may be more desirable for less formal business correspondence, such as thank you messages or announcements of events. Letters to, and dealing with, smaller businesses with less corporate oversight and formality should use the semi-block style to create a more personalized correspondence than a standard corporate business letter.

      4.    INDENTED STYLE

Indented style is somewhat more complicated than other popular styles of business writing. In indented style, new paragraphs in a piece of writing are indented—that is, they begin about 1.5 centimeters to the right of the left margin. Other parts of a business letter are moved farther to the right half of the page. Indented style is one of the older formats for business writing currently in use, though other formats are becoming more popular. Indented style is a format that many of today’s business people were trained to use.

      5.    SIMPLIFIED FORMAT STYLE

      The simplified style business letter is a variation of the full-block and semi-block letter formats. Business professionals take you more seriously when you format your written communications using one of these formats. A personal letter format is acceptable for writing to a friend, but using this format when you are sending a communication to another business owner can make you look unprofessional.

      6.    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.

SOURCES
https://www.slideshare.net/seemababbas/business-letters-and-different-styles
http://mra-heavenzu.blogspot.com/2015/11/business-letter-writing-style.html
https://www.icosmos.com.tw/templates/images/files/9789861845586.pdf