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parts of business letter

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jang akia

on 21 March 2013

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Transcript of parts of business letter

Parts and Format of a Business Letter FORMATS FOR LETTERS 1. Full Block Style

• Every line begins at the margin, including the date, close and signature, (except the letterhead, which maybe centered)

• A new paragraph is formed by leaving an extra line rather than by indentation at the margin. 2. Modified block

• The dateline, return address (if a letterhead is not used), closing, and signature line are indented or typed flush with the left margin.

• The date and the closing may be aligned to end at the right margin. COMPOSING THE MESSAGE • In the business world, to be successful communicator, one must rely on organization to make the message functional and meaningful. In other words: plan first, write second. Planning is especially important in writing letters. • First Paragraph states the purpose of the letter and is usually short. The writers purpose in writing the document translates into what he/she wants the readers to do. • The middle paragraph gives the reader enough information to make a decision, grant a request, or solve a problem. This must be concise, clear and well organized. • The last paragraph tells the reader exactly what to do. Or it may explain what the writer intends to do. The section gives the writer an opportunity express appreciation, restate the most important point, and give the readers more information. PARTS OF THE LETTER 1. Heading- consists of the sender’s address and the date line (month, day and year) 2. Inside Address- consist of the name of the addressee, his designation, his company and its business address 3. Salutation – serves as the welcome part of the letter 4. Body of the letter – gives the details of the communication and consists of the introduction (purpose), the body (discussion/ elaboration), and the conclusion (token of appreciation/call for action/building of goodwill) 5. Complimentary close/ending – serves as the farewell part of the letter 6. Signature – consists of the name of the signatory (sender) and his designation OPTIONAL ELEMENTS 1. Reference Line- indicates the sequential number of the letter which is used for reference or filing purposes 2. Attention Line- bears the name of the addressee intended to read the letter if such name does not appear on the inside address; 3. Subject Line – contains the topic of the letter or the title of the message elaborated in the body of the letter. 4. Identification notation or reference or typist line – consist of the initials of the sender in all caps and the initials of his secretary/typist in small letters. 5. Enclosure notation- refers to the item or items placed inside the envelope, other than the letter 6. Carbon copy notation or distribution indicator line – refers to the persons going to receive the letter other than the addressee

7. Postscript – contains some items that are omitted from the body of the letter and should be included.
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