Session 4

Business Letter - Format

 Objectives
To be able to:
• write formal letters

• format formal letters appropriately

 Components of Business
Letters

• Heading

– Writer’s address & date

• Inside address

– Name (Mr./Ms./Mrs./Dr. 1st & last name)

– Address of recipient

Do not write “From” & “To”

 Components of Business
Letters (contd.)

If letterhead is used, write date 1st

Leave a line of space

Recipient’s full name

Recipient’s address
 Components of Business
Letters (contd.)

• Salutation

– Dear Mr./Ms./Mrs./Dr. last name:

• Subject or reference line

– Announces the main business of the letter in a

phrase or theme
– Centrally or left aligned

– Italics or bold
 Components of Business
Letters (contd.) Body
1st paragraph – introduces the purpose for writing
- gives a brief context for it

2nd paragraph – main body

- elaborates on purpose giving evidence
- replete with examples, facts & logical arguments

3rd Concluding para – brief and shortest part of the letter

- positive hope (if it is a request letter)
- action agenda (informational letter)
 Components of Business
Letters (contd.)
• Complimentary close

Salutation Closing
Dear Aryan/Ahana Yours sincerely
Dear Mr./Ms. Verma Sincerely
Dear Sir/Madam Yours faithfully

• Enclosures

• Copies
– Cc: