Malcolm Rivera
Business letters are a formal mode of communication between two or more people or groups, companies, etc. They are usually written from one company to another, which is why they are so formal and structured. The structure of a business letter is crucial to its look and readability. A business letter should be concise, clear, and easy to read. It should be printed on a business letterhead and include the date, the sender's address, the recipient's address, a salutation, an introduction, the body of the letter, a closing statement, and a complimentary close with the sender's name and signature. The most common layout for a business letter is called a block format, in which the entire letter is justified to the left and single-spaced, except for double spaces between paragraphs.
| Characteristics | Values |
|---|---|
| Heading/Letterhead | Name/number/fax number of the writer, address or logo of the organization |
| Date | Written in the standard format, e.g. July 30, 2017 |
| Recipient's Address | Full name with honorifics, job title, company name, street address, city, state, and zip code |
| Salutation/Greeting | Formal, e.g. "Dear Ms. Johns," or "Dear Mr. Collins." If unsure of the recipient's gender, use their full name, e.g., "Dear Taylor Dean." |
| Body | Single-spaced, left-justified paragraphs with double spaces between them. Clear, concise, and professional tone. |
| Closing/Complimentary Close | Short and polite remark, followed by your name and signature. |
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What You'll Learn
- Heading/letterhead: The name, address, contact number, and fax number of the writer
- Date: The date the letter was written, usually in the top right corner
- Inside address: The name, address, and job title of the recipient
- Salutation: A formal greeting, including the recipient's title and last name
- Body: The main content of the letter, including an introduction and details
Heading/letterhead: The name, address, contact number, and fax number of the writer
The heading, also known as the letterhead, is a crucial part of a business letter. It serves as a formal introduction to the sender and provides essential information for the recipient. Here are some key considerations and best practices for the heading/letterhead section:
Name of the Writer: Include the full name of the writer or sender of the letter. This is typically the name of an individual, such as "Ms. Jane Doe," rather than just the company name. Using titles such as "Mr.," "Ms.," or "Dr." is customary and adds a level of formality.
Address: Provide the complete address of the sender or the business. This includes the street address, city, state, and postal code. A P.O. Box address can also be used if that is the preferred business address. The address helps ensure that any responses can be easily directed back to the sender.
Contact Number: Adding a telephone number provides an additional means of communication. It allows the recipient to quickly reach the sender if needed. It is recommended to include the country and area codes to avoid confusion, especially when dealing with international correspondence.
Fax Number: Including a fax number was once a standard practice in business letters. However, with the advancements in digital communication, fax machines are becoming less common. Still, if your company regularly communicates via fax, it is advisable to include the fax number in the letterhead. Alternatively, you may include an email address instead of, or in addition to, the fax number.
Logo and Company Information: Depending on your company's preferences, you may include a logo or other identifying graphics as part of the letterhead. This can be a visual element that reinforces your brand identity. Additionally, you may include other company information, such as a website URL or a brief description of the company's main activities.
Formatting and Layout: Pay attention to the overall presentation of the heading. Ensure that the information is aligned correctly, typically on the left or centre margin. Use clear and legible fonts, such as Times New Roman or Arial, in a standard size (e.g., 12-point font). Consider using bold or italics for key elements, such as the company name, to make them stand out.
In summary, the heading/letterhead section of a business letter provides vital information about the sender and helps establish the legitimacy of the correspondence. It is important to include all the relevant details accurately and present them in a clear and professional manner.
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Date: The date the letter was written, usually in the top right corner
The date is a crucial element of a business letter. It documents when the correspondence was written and sent, providing essential context for future reference. The date is typically placed in the top right corner of the letter, underneath the heading or letterhead, which contains the return address.
When formatting the date, it is best to use a standard US format, such as "September 20, 2023." Including the full date ensures clarity and precision. For example, "July 30, 2017," provides a clear timestamp for reference. This format also maintains consistency and professionalism in business communications.
The date is usually the last line of the heading, with the sender's address and contact information above it. In some cases, a line may be skipped between the address and the date for added clarity and organisation. It is important to note that if you are using stationery with a pre-printed return address, you may omit the address but should still include the date.
The placement of the date may vary slightly depending on the chosen letter format. The block format, for instance, justifies all text to the left, including the date. In contrast, the modified block format left-justifies the body of the letter and centres the date and closing. Regardless of the format chosen, the date remains a fundamental component of any business letter.
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Inside address: The name, address, and job title of the recipient
The inside address is a crucial element of a business letter. It is typically placed on the left side of the letter and includes the name, address, and job title of the recipient.
When addressing the recipient, it is important to include any relevant honorifics or professional titles, such as Mr., Ms., Mrs., Dr., or any other applicable designation. For example, "Ms. Jane Doe" or "Dr. Smith." This not only demonstrates respect but also ensures the letter reaches the intended recipient without confusion.
The address should be written in a clear and standardized format. It should include the recipient's full name, followed by their job title, company name, street address, city, state, and ZIP code, or postal code. For instance, consider the following format:
> Ms. Jane Doe
> Marketing Manager
> ABC Corporation
> 123 Main Street
> Any City, State 12345
Including the recipient's full address helps ensure the letter reaches the correct destination and is not misplaced or delayed in the mail. It is also essential to double-check the spelling of the recipient's name and address information to maintain a professional image and avoid any negative impact on the response to your letter.
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Salutation: A formal greeting, including the recipient's title and last name
The salutation in a business letter is a formal greeting used to address the recipient. It is an essential part of the letter and should always be included. The salutation should begin with "Dear," followed by the recipient's title and last name. For example, "Dear Mr. Collins" or "Dear Director Kinkade." Including the recipient's title, such as "Mr.," "Mrs.," "Ms.," or "Dr.," is important and adds a professional touch to the greeting.
If you are unsure about the recipient's gender or prefer to use a more neutral approach, you can use their full name instead of a title. For instance, "Dear Taylor Dean." This approach is respectful and avoids assumptions about the recipient's gender identity. It is always best to address the recipient directly whenever possible, so take the time to find out their name and avoid generic greetings like "To whom it may concern" or "Dear Sir or Madam."
The salutation should be followed by a colon to indicate the beginning of the letter's body. It is important to skip a line between the salutation and the body of the letter to create a visually appealing layout and make the transition between the greeting and the content smooth and clear.
The salutation sets the tone for the rest of the letter, so it is crucial to get it right. It is the first impression the recipient will have of your correspondence, and it helps establish a sense of professionalism and respect. Taking the time to address the recipient appropriately demonstrates your attention to detail and ensures your letter gets off to a strong start.
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Body: The main content of the letter, including an introduction and details
The body of a business letter is its most crucial part, containing the main message that the sender wants to convey to the recipient. It is where you provide details about the purpose of your letter and the reason for writing it.
The body should be concise, clear, and easy to read. It should be written in a formal tone, but it can also be friendly, especially since business letters often include brief introductions before getting to the main point. The first paragraph of a business letter can vary in length, from one or two sentences to four or five, depending on the subject.
When writing the body, it is important to assume that the reader has limited time and is looking for how the content relates to them. The substance should be clear, specific, and to the point so that the reader can quickly assess the letter. In many cases, a business letter is the first impression, so it is crucial to ensure the content is accurate and free from errors.
The layout of the body is also important. The most common layout for a business letter is the block format, where the text is left-justified and single-spaced, with double spaces between paragraphs. This layout keeps the letter looking clean and easy to read. For block and modified block letter formats, each paragraph should be single-spaced and left-justified, with a blank line between each paragraph.
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Frequently asked questions
The heading, also known as the letterhead, includes the name, number, or fax number of the writer. It may also include the address or logo of the organisation. The heading is important as it lets the receiver know who the sender is.
The date is a critical piece of information documenting when the correspondence was sent. It is usually placed on the top right corner of the letter. The date is important for future reference and also for the recipient to know when the letter was written.
The inside address includes the full name of the recipient, their job title, company name, street address, city, state, and zip code. It is placed on the left side of the letter.
The salutation is the formal way of addressing the recipient. It usually begins with "Dear" followed by the recipient's title and last name, for example, "Dear Mr. Collins". If you are unsure of the recipient's gender, use their full name, for instance, "Dear Taylor Dean".
