Business Letter
By irna ardelia - 08.37
IRNA ARDELIA
3EB17/22217985
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.
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 might 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. 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. 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 the envelope be damaged and the address becomes unreadable.Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting
3. 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 don't know whether the person is male or female. For more on the form of titles, the greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon - it is not going to be friendly.
4. 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
5. 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 block style is becoming more widely used because there is no indenting to bother with in the whole letter.
6. 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
2. 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 the envelope be damaged and the address becomes unreadable.Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting
3. 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 don't know whether the person is male or female. For more on the form of titles, the greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon - it is not going to be friendly.
4. 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
5. 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 block style is becoming more widely used because there is no indenting to bother with in the whole letter.
The Minor (Supplemental) Parts of a Business Letter are as follows:
- Attention Line. This part directs letter to a specific
person or position who will read and pay attention to the letter. It is
often written using the format: Attention: <Name>
<Position>
- Subject Line . This part identifies main
topic/business/purpose why the letter was written. It is often written
using the format:Subject: <Adjustment Letter> or with
the use of Re: <Letter of Inquiry>
- Identification initials. This part contains the initials
of whoever typed the business letter.For example, the initials, /SSA identifies
that Salirick S. Andres typed the letter.
- Enclosure or attachment notation . This part contains any
attached documents or any additional material in the mail or envelope. For
example, the enclosure notation, Encl (5) identifies that
there are five enclosed or attached documents in the letter.
- Copy notation . This part identifies other persons or
parties receiving the letter whether as a Carbon Copy
(CC) where all recipients know who else received the
letter or aBlind Carbon Copy (BCC) where
each recipient is unaware who else received the letter.
- Postscript. This part, normally written
as Post Script or PS adds personal comment or emphasis or
any additional message the writer wants to include but not able to include
it in the body of the letter.
Note: which format to use
is a question of formality, politeness and personal choice. Generally, the
longer formats, such as B or C, are more polite (since they show more respect
for the reader). Shorter formats, such as D or E, are used in less formal
situations, for example a memo, a letter between friends or an impersonal
business letter. Format F is rather official and is typically seen on an
invoice or an official or technical document. Format A is extremely formal and
mainly used on printed items, for example a wedding invitation. The numerical
formats may use a full stop (.) or hyphen (-) instead of a slash (/), for
example: 14.3.2016 or 03-14-16
References :
https://en.wikipedia.org/wiki/Business_letter
https://www.rd.com/advice/work-career/business-letter-format/
http://englishplus.com/grammar/00000149.htm)
https://www.englishclub.com/vocabulary/time-date.htm
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