Business Letter

What is a Business Letter?

 A business letter is a formal way of sending a receiving written information. The
organisation mostly used this method when communicating externally. However, there
are times when letter are used internally in the situation is of a formal nature, such as in
the promotion or termination of employment of an employee.

Different elements of a business letter:

1. Letterhead- The letter head identifies the sender and includes the return address. It give
information including some or all of the following:
 Name of the company
 Logo
 Address
 Telephone and fax number
 E-mail Address
 Website and directions

2. Reference- The reference identifies a particular letter. It may consists if the originators and
administrative assistant included along with the number and name of the department.

3. Current Date- The current date is the day on which the letter is prepared. It should always
be type depending on the style or layout of the letter.

Eg. Block style – Day, Month and year without commas (15 August 2018)
Semi-Block- Month, date, year with comma (August 15, 2018)

4. Receivers’ Address- It includes the name and the address of the addressee.

5. Salutation- The salutation is the greeting of the letter. Eg. “Dear Sir/Madam” or “Dear Mrs,
Jones”

6. Subject Heading- the Subject heading states the main issue of the letter. The subject is typed
below the salutation.
7. Body of the letter- The main concern of the writer are expressed in the body of the letter.
The content of the letter should be precise and concise.

8. Complimentary close- The complimentary close is found at the end letter.

 Yours Faithfully – Letter is not addressed to a name person. (Dear sir)
 Your sincerely- If letter is addressed to a named person. (Dear Mr. Jones)
 Sincerely- used when letter is less formal.

9. Signature block- Is the name of writer or designate, who would sign in the letter in the space
below the complimentary close.

10. Designation- It refers to the person that the signature holds. Eg, Principal, Sales Manager.

11. Enclosure or Attachment- Is anything that is enclosed in the envelope or attachment to the
letter.
 Business Letter Layout
Fully Blocked Letter
Semi-blocked letter
Indented Letter