1. Basic and essential parts of a business letter.

Heading
Most companies use letterhead--stationery with the companys logo, name, address and other
contact and identifying information. If the company does not have letterhead, the companys full
name and address should be typed at the top of the page.
Date
Letters should always include a date. You enter dates two to six lines below the heading,
depending on the length of the letter. Use the full month name spelled out, then the day, followed
by a comma, and then the four-digit year, for example, June 6, 2010
Reference
Include a reference line to identify a file or case number, invoice number or any other internal
identifying information, if your company requires one. Some companies have specific reference
codes that they place either in a reference line below the date, or at the very bottom of the letter.
Addressee
Your letter should include the name of the addresses with her title (Ms. J. Jones, Dr. Charlene
Price), followed by her company name and full address, including the postal code.
Subject
Adding a subject line makes it easier for the reader to quickly understand the situation. Normally
the subject sentence follows the word Subject: or Re: (regarding). Place the subject after the
addressees address and before the greeting.
Salutation
The salutation is your greeting. Most salutations begin with Dear followed by either the
recipients first name, or title and last name. Endeavor to address all letters to an actual person.
However, if you dont know the persons name, use Dear Madam/Sir, or the job title, such as
Dear Accounting Manager.
Body Paragraphs
The opening paragraph should always state why you are writing. Then, in a simple and
straightforward manner, explain the situation, the solution, the suggestion or whatever other
message you need to get across to the recipient. Be as brief as possible since long complicated
messages often distract readers. Start a new paragraph whenever you begin a new subject.
Close
Always use a complimentary close. It is a short, polite closing followed by a comma. When the
letter is impersonal, use Yours truly. If the letter is to someone above you in rank, use

Respectfully yours. If you have a personal connection to the addressee, use Sincerely or
Sincerely yours. (Ref. 1, Ref. 2)

Signature
Four spaces below the close, type your full or business name. In the space in-between, you will
hand write your signature in ink. Use black or dark blue ink for your signature.
Identifying Notations
If you type a letter for someone else, add identifying initials. For example if John Doe types a
letter for Jane Smith, the notation would be JS:jd. Then, if you are enclosing items in the
envelope, add an enclosure notation (Enc:, Encl: or Enclosures) followed by the title of the
enclosures. Add the notation cc: followed by the names of everyone receiving a copy.
Postscript
To add information not necessarily related to the letter, like a personal note, include a postscript
(P.S.) at the bottom.

Proper format of a letter