PARTS OR LAYOUT OF A

BUSINESS LETTER
PREPARED BY:RIYAS.PK
 1.THE HEADING

 The heading creates first impression of the writer’s firm

 It contains name &address of the firm
 The name is usually printed in the middle of the paper
 Right side-address and left side-telephone
number,telegraphic address & e-mail
Eg:
NEELAKANDAN AND SONS
Publishers and distributors
 Telephone :726666 44, Rema nagar
 Telegraphic address:NEELAN Ottapalam-673601
 2.DATE

 The date appears two spaces below the last line of the
letterhead

 Month & year are wrritten in full

 No suffix such as ‘nd’ or ‘th’ is added to the day

 Eg: 26 november, 2011

 OR
 November 26, 2011
 3.REFERENCE

It is especially used for a reply letter

Generally two lines is indicated for reference
Some firms mention it in the body of the letter
Eg:
 CHAUKSE OIL MILLS
 Gokhale market, Bombay
 Akola-44401

 Your reference:
 Our reference:

 Eg : Thankyou for your letter no AB/46/p497 of November 26, 2011

 4.INSIDE ADDRESS

Address of the person to whom we are writing

Placed two spaces below date and above attention
line
The word ‘Messrs’ is used in case of personal names
In case of company,it is written to concerned officer
Eg:
 Messrs vincent Gomez and sons The Human Resource Manager
 16, jews street Instrumentation Limited
 Chennai-600002 palakkad-670320
 5.ATTENTION LINE

 This is for making prompt attention

 It is provided two spaces below the inside address and two

space above the salutation

 Eg:
 Attention:The Sales Manager
 6.SALUTATION

It is like a greeting

Placed on the left hand margin two spaces below the
attention line
Eg: When letter is addressed to :
 Single person – Dear sir, or Sir,
 A firm consisting of two or more names are addressed
 Dear sirs,
 A lady is addressed- Madam Mesdames(plural)
 7.SUBJECT

 It gives an immediate message to the reader

 Placed between the salutation and opening paragraph of
body of the letter

 Eg:1
 Subject:supply of packing boxes.

 Eg:2
 Subject:payment of bill no K/340 of 26 september 2011
 8.BODY OF THE LETTER

 It conveys the full message to the reader

 The first part or opening part of the body should draw the
attention of the reader

 The second or middle portion should contain the idea of the

subject

 The closing part should express an action desired and a

courteous expression for a favourable action
 9.COMPLIMENTARY CLOSE

A polite way of ending the letter

Placed two spaces below the last line of body of letter
Opening salutation complimentary close
 Sir, Yours faithfully,
 Yours obediently,
 Yours respectfully,
 Dear sirs, Yours faithfully,
 Dear sir, or Dear madam, Yours truly,

 Dear customer or Dear reader Yours sincerely,

 Dear Sri nair, or My dear smt das, etc
 10.SIGNATURE

Signature comes below the complimentary close

It is the signed name of the writer, usually name is
typed below the signature
If a person signs on behalf of a firm the name of the
firm will come first and the signature follows.
Eg:
 Yours faithfully Per pro.mohan lal & co
 G.K Pillai P.P Pranav
 Proprietor
 (per pro means special authorisation by power of attorney)
 11.POST SCRIPT

 The word derived from ‘postscriptum’ means ‘written

afterwards

 This is an addition to the contents of a letter conveying an

after thought
 Written below the signature under the title ‘Ps’ near the left
hand margin
 Advisable to avoid postscript,it gives an impression of
neglect or lack of mind
 12.IDENTIFICATION MARKS

 Put in the left margin, one or two spaces below the

signature.

 It is to identify the person dictated the letter and the typist

of the letter

 Eg: If the letter is dictated by R.K NARAYAN and typed by

BEENA KUMARI, the marks RKN/BK will appear
 13.ENCLOSURE

 Attachment of documents such as ‘cheque’, ‘bill’ etc to the

main letter.

 It is typed two spaces below identification marks.

 Abbreviated form ‘Encl’

 Encls: 1. Cheque No. T 6666 of November , 2011

 2. An order form