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These seven parts of a letter outline the standard letterwriting format for communication in the business and workplace.
1. Heading
Your contact information, placed at the top of a businessletter, lets the reader can identify you and provides a way to contact you inreturn. If you use preprinted letterhead, you have a ready-made heading foryour letter. If not, insert your address at the top of the letter, includingyour street address, city, state, and zip code. You needn’t include your namein your heading since you will sign the letter.
2. Date
Indicate the date you write – or send – the letter. Writeout the month, date, and year like this: July 4, 1776.
3. Addressee Information
Also called the “inside address,” this element includes the name of the person to whom you’re writing, his title, the company, and his full mailing address. Make an almost super-human effort to address the letter to a specific individual within a firm even if you must research to identify the appropriate recipient.
Name, job title
Company
Address
City, State, Zip Code
Insert a line space after the addressee information, priorto the salutation.
4. Salutation
The salutation is a greeting made up of two parts: a word ofwelcome such as “Dear” and then the individual’s name. Avoid using a generic,“To Whom It May Concern” or “Dear Gentlemen” but instead, greet the specificindividual or group you listed in the address information. This attention todetail speaks volumes to the reader.
The salutation can be formal (using the reader’s title, suchas Dr., Mr., or Ms., followed by his last name) or informal (using the person’sfirst name),with the tone matching to the letter’s level of formality. Insert acomma or colon and a line space after the salutation and then proceed to theletter body.
5. Letter Body
The body of letter, the main section, communicates yourbusiness. It is comprised of three parts.
- Use the first paragraph as an introduction to explain whyyou are writing.
- Use the following paragraphs to lay out your points,providing more information and specific details in logical order.
- Use the final paragraph or section to specify what step youwant your reader to take after reading your letter. Close this final sectionwith words of appreciation.
As for mechanics, single-space the letter body. Justify thecontent to the left. Insert a line space between each paragraph and before theclosing.
6. Closing
The closing is one of the parts of a letter that, like theletter body, has different elements.
- Complimentary close.This short phrase ends your letter but continues to communicate your tone. Choosea letter closing that suits your relationship with the reader, alwayscommunicating courtesy and respect. (Here is a list of the most professional business letter closings.) Follow your closing phrase with a comma.
- Handwritten signature.Insert 2-4 line spaces for a handwritten signature. If your letter will be sentelectronically, you can insert an email signature.
- Typed Signature.Type your signature (and your title, if appropriate).
7. Postcript
Among parts of a letter, this element is the most varied. Itis also optional.
You may or may not choose to use a postscript (P.S.) in yourletter, depending on the letter’s level of formality and its content. When thepostscript is short message is inserted after the letter closing, it isabbreviated as “P.S.” It provides a reminder or an extra piece of informationfor the reader. Formal letters rarely include a postscript. Sales letters andappeal letters, on the other hand, are less formal and nearly always use apostscript, which is considered to be one of the most-read elements in directmail. (More P.S. writing tips here.)
Cover letters use the postscript section to indicate theinclusion of additional documents (such as a resume, completed applicationform, references, or other documents) with the abbreviation, “Enc.,” indicating“Enclosures.”
Place your postscript flush left.
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