There are many parts to the business letter — some required, some optional. This chapter will review those parts and their order. The parts of the business letter follow:
- Letterhead or Heading
- Date
- File Number (optional)
- Confidential (optional)
- inside Address
- Attention Line (optional)
- Salutation
- Subject Line (optional)
- Body of the Letter
- Complimentary Close
- Signature
- Added Information (optional)
- Postscript (optional)
- Mailing Instructions (optional)
Letterhead
Most business letters originating from a firm are written on the firm’s letterhead. If you are writing a personal business letter or your firm does not use letterhead, then you need to include your firm’s address in the heading.
Date
Date is the compulsory element in a letter ,the date should be in a proper format to avoid confusions, it should be December 12/2012.it should not be like 12/12/2012.etc The standard dateline in the U.S. is month/day/year: (March 15, 20XX).
File Number
On occasion, you may wish to include the file number of the project, case or order that the letter refers to. The file number should be physically separated from the date by two spaces and from the part that follows (Confidential or Inside Address) by two spaces.
Confidential
Use this word when the person to whom the letter is addressed is the only one who should read the letter. Physically separate the word from the rest of the letter by two lines. To assure confidentiality, include the word “Confidential” on the envelope.
Inside Address
This should include the name of the person you are writing, the person’s title (if available), the name of the firm and the firm’s address. To whom the letter is send.
Attention Line
The letter is addressed to the firm. For example, the attention line may say, “Attention: Head of Accounting.” It may also be used when you know the name of the person you are writing but are unsure of the title. The attention line may say, “Attention: Customer Service,” thus indicating to the person.
Salutation
The salutation is used in all formats except the Simplified Letter and the Memo. The following are salutations used in American business letters:
• Dear Sir:
• Dear Madam: (may be followed by title, such as Dear Madam Chairperson
• Gentlemen:
• Ladies:
• Dear Mr. Khalid
• Dear Ms. Saral
• Ladies and Gentlemen:
• Dear Personnel Director: (a gender-free title)
• To Whom It May Concern: or TO WHOM IT MAY CONCERN: (use this form as a last resort)
Caution: You must determine the appropriate choice, given your reader and the situation. If you are uncertain about your reader’s gender, avoid assuming gender in the salutation. Use your reader’s name whenever you know it. Researchers discovered that people are more likely to read a letter with their names in the salutation.
People don’t usually get upset if you don’t address them with the proper salutation, but they notice and appreciate it when you do.
One of the problems you may run into is writing to a person with a name that is not gender specific; for example, the name Terry. The simplest solution in the salutation is to say, “Dear Terry Lucas.” If you are addressing a group of people in general, such as the shipping department, do not assume they are all male. The old “Gentlemen:” is not acceptable. “Shipping Agents:” is preferred. The way around having to use a salutation when you are unsure of whom you are writing is to use the Simplified Letter .
Subject Line
The subject line is most commonly used in the Simplified Letter. It announces the subject of the letter and provides a summary of your intent.
Body of the Letter
This is where you make requests, provide information or reasons or reply to someone. It is the main part of the business letter .
Complimentary Close
This varies in formality and is found in all business letters with the exception of the Simplified Letter and the Memo. The following complimentary closes
are in order of decreasing formality:
• Very truly yours,
• Respectfully,
• Sincerely yours,
• Cordially,
• Sincerely,
The most appropriate, in general situations, is the last.
Signature
There should be four lines between the complimentary close (or the body in the Simplified Letter) and your typed name so there is room for your signature.
Additional Information
If needed, this consists of the sender’s initials in capital letters followed by a colon, followed by the typist’s initials in small letters. You may also find the abbreviations “Enc.” for enclosure and “cc:” or “xc:” for copies sent, followed by names of persons receiving the copies.
Postscript
The “P.S.” highlights additional information that might have been placed in the letter but for some reason was not. Often used in sales, promotional or personal letters, the postscript can emphasize a request for action or consideration. It is often the first thing the recipient reads. Use it to entice or motivate your reader. Postscripts are especially effective in sales or form letters.
Mailing Instructions
Use these to give the reader deadlines or pertinent information on mailing a reply.
As you look through the major formats it’s obvious that many of the parts listed above are not necessarily used in routine business correspondence. However, it helps to be aware of all of them in case you need to use any of them.
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