Most everyone learned the basics of writing a business letter back in school. But there is more to writing a business letter than just the structure and format; you also have to consider content and style. Content and Style Content and style really just mean what you say in the letter and how you say it. Most business letters are relatively formal, requiring the use of one of a small set of greetings or closings, written at a difficulty level appropriate for a college level reader, and an overall tone reflecting a combination of confidence and courtesy.
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Use of this site constitutes acceptance of our terms and conditions of fair use. Download the free Acrobat Reader Parts of a Business Letter This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.
Sender's Address The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing.
Include only the street address, city, and zip code. Date The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format.
The United States-based convention for formatting a date places the month before the day. Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date.
In the latter case, include the sender's address in letterhead, rather than left-justified. Inside Address The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing.
If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms. Follow a woman's preference in being addressed as Miss, Mrs. If you are unsure of a woman's preference in being addressed, use Ms.
If there is a possibility that the person to whom you are writing is a Dr. Usually, people will not mind being addressed by a higher title than they actually possess.
To write the address, use the U. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.
Salutation Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation for example: Leave one line blank after the salutation.
If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender.
For example, you might write Dear Chris Harmon: Body For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important.
In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point.
In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left.
Sign the letter in the blank space above your typed name. When writing a business letter, be careful to remember that conciseness is very important.
In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left.
Sign the letter in the blank space above your typed name. Different styles of writing business letters • • • • • Full block style Semi block style Indented style Hanging style Simplified style 3.
What are business letters The business letter means an exchange of thoughts and ideas in connection with a monetary dealing of man and organization It is the sale or purchase of ideas to the monetary exchange. Three Styles. The three acceptable styles of business letters are block, modified block and semiblock.
The three differ most in where the lines begin. Business letters and different styles 1. TOPIC DIFFERENT STYLES OF WRITING BUSINESS LETTER 2.
CONTENT WHAT IS A BUSINESS LETTER? DEFINITION TYPES Full Block Style Modified block style Semi Block Style Indented Style Simplified Style Hanging Indented Style.