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
1. Letterhead
Companies usually
use printed paper where heading or letterhead is specially designed at the top
of the sheet. It bears all the necessary information about the organisation’s
identity.
2. The
date of the letter
Date of writing.
The month should be fully spelled out and the year written with all four digits
October 12, 2005 (12 October 2005 – UK style). The date is aligned with the
return address. 
The number of the
date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often
omitted in writing. 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.
The number of the
date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often
omitted in writing. 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. The
Inside Address
In a business or
formal letter you should give the address of the recipient after your own
address. Include the recipient’s name, company, address and postal code. 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.
4. The
Greeting / Salutation
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
5. The
Body Paragraphs
The body is where
you explain why you’re writing. It’s the main part of the business letter. Make
sure the receiver knows who you are and why you are writing but try to avoid
starting with “I”. Use a new paragraph when you wish to introduce a new idea or
element into your letter. Depending on the letter style you choose, paragraphs
may be indented. Regardless of format, skip a line between paragraphs.
6. 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).
7. Signature
and Writer’s identification
The signature is
the last part of the letter. You should sign your first and last names. The
signature line may include a second line for a title, if appropriate. The
signature should start directly above the first letter of the signature line in
the space between the close and the signature line. Use blue or black ink.
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