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Parts of the Business Letter
Transcript of Parts of the Business Letter
Heading or Letterhead
The appearance of the business letter conveys
that affects a reader’s attitude even before he reads it.
The styles and formats of modern processing systems and printers can enhance the appearance of your message and create a
HEADING OR LETTER HEAD
The modern letterhead usually occupies no more than two inches of the top of the page.
It contains the firm’s name, address, zip code, internet address, and the nature of the business embossed or engraved.
If the addressee has no professional title
such as Doctor, Reverend, or Professor use Mr., Mrs., Miss or Ms.
When in doubt about a woman’s
use Ms. plus her own first name and surname.
HEADING OR LETTERHEAD
Depending on the length of the line, the executive of professional title may be typed on
a) The same line as the addressee’s name,
b) The second line preceding the company’s name, or
c) A line or two by itself.
When you need to address
more than one person
in a company or institution, list their names alphabetically on separate lines.
In a letter addressed to a department in a company but not to any particular individual, place the company name on the first line and the department on the second.
In the absence of the letterhead
, only a heading is used. The heading shows where and when the letter was written. It is typed directly above the date about two inches from the top.
It is always blocked at the left-hand margin, and includes the name of the individual, group, or organization to whom you are writing. Order of items is:
1) courtesy title
2) name of the recipient, and
3) executive or professional title, if any.
All parts are typed single- spaced.
The date is typed under the letterhead flush with the left or right margin (depending on the letter layout). The date records when the letter was written and serves as an important reference
This part is typed one double space below the body of the letter. It may be centered on the page or set flush with the left or right margin, depending upon the letter style. A comma may or may not be used after the complimentary close, depending on the salutation punctuation.
persons with government positions,
the following inside addresses are used:
The greeting signals the beginning of the letter. This is typed two lines below the inside address, flush with the left margin.
*The paragraphs of the body are usually typed single-spaced or double-spaced if the letter is short, with or without indention, depending upon the letter style or format.
*Double space is used between paragraphs.
*This part is typed two lines below the salutation.
most important part
of the letter since it contains the
message or substance
of the letter.
Close the complimentary close that
matches the prevailing tone
of your message.
You can include in the signature are several identifications: typewritten name and signature, business title, and company name. If printed on the letterhead, the company name need not be typed after the complementary close.
Use appropriate salutations
for persons in government positions and any other agencies.