Parts of Business Letters – Englet
Letterhead | Parts of Business Letters
The first part of a letter is a letterhead. It consists of a name and address of a firm that sends a business letter. It sometimes consists of telephone number, address of branch of offices, names of CEO and It is usually printed on the top of the paper.
Examples :
a.
ENGLET & BROT LTD
115 Downing Street
LONDON- ENGLAND
b.
GOOGLE MILLS INCORPORATION
499 NORTH WARREN AVENUE
SYRACUSE 2, NEW YORK
Phone : 1499
President: Francois Carlos Established : 1999
The second part of a letter is a date line. It consists of date, month, year or (month, date, year). If there is no letterhead, make sure you put the name of the city before the date line. Examples :
23rd November, 2017 or November 23rd, 2017
28 July, 2017 or July 28, 2017
If there is no letter head in a letter, you must write a full address of the sender, example:
115 Downing Street, London
June 28th, 2017
Inside Address | Parts of Business Letters
The third part of a letter is an inside address. It usually consists of 3 or 4 lines:
The name of a person or the firm you are writing to.
Number, the name of the street
The name of city ( A country when applicable)
Examples :
Mr. Prana Pramudya
115 Downing Street
London
Mmes. Robert Thompson & Audrey
112, Downing Street
London E.C. 2, England
Attention Line
The fourth part of a letter is an attention line. Business letters are usually more addressed to companies than to one person. But, sometimes this form of written communication should take place between company and company or between company and a person and vice versa. In this situation we need to use what people call “attention line”. We mostly use attention line for the following three reasons :
- We want the letter directly delivered to a certain person in a company.
- We do not know the person’s name we are writing to and we decide to write to the company they work in.
- We want the letter to reach the person we are writing to faster.
Attention line is usually put after the inside address. Example:
Gifted Restaurant
16771 Fifteen Avenue
New York, N. Y.
Attention : Miss Rachel White
Salutation
The fifth part of a letter is a salutation. It is usually to greet the recipient in a polite manner. American and British people have different customs in writing the punctuation for the salutation. See the difference:
British Style
Examples:
Dear Sir,
Sir,
Dear Sirs,
Dear Madam,
Mesdames,
American Style
Examples:
Dear Sir:
Sir:
Gentlemen:
Dear Madam:
Mesdames:
If you know the person you are writing to, you can use the style below which is more personal or informal:
Dear Mr. Brown,
My dear Madam Tiara,
Subject Line
The sixth part of a letter is a subject line. A subject line is usually capitalized and underlined:
Examples:
CHEAP CRUISE TO SCANDINAVIA
SCANDINAVIAN VACATION
Body of The Letter
The seventh part of a letter is the body. A good letter body should fulfill the following requirements :
Concise / short : Never make up sentences just to make a letter look longer.
Simple : Avoid making up complex sentences. Try to make up a simple sentence.
Systematic : Always put your ideas in order from A to Z. ( From opening paragraph to closing paragraph there should not be any repetitions)
Body of the Letter usually consists of 3 paragraphs :
the opening paragraph
the content paragraph
the closing paragraph
Complimentary Closes
The eight part of a letter is complimentary closes. Complementary closing/closes usually consists of 2 lines:
Closing Words/Expressions
Name of Firm
Examples:
Yours truly,
Wisnu & Ninda LTD
Truly Yours,
Wisnu & Ninda LTD
Signature Line | Parts of Business Letters
The ninth part of a letter is a signature line. A business letter signature line usually consists of signature of the person who writes the business letter. Below the signature we usually put our name. Below our name, sometimes we put our title or position in the company or institution we work in. Mostly, this is just to inform the person who has not known us before.
Examples :
signature
Adam Williams
Customer Relation Manager
signature
Adam Williams
Identification Initials | Parts of Business Letters
The tenth part of a letter is an identification initials. Identification Initials are usually used by large-sized companies for administrative purposes only. These initials mainly have two functions :
a. to give information about the secretary or the author of a business letter.
b. to provide data in case of some incidents or errors.
Identification Initials are generally put at the left-hand bottom, just after the signature line. They are sometimes put at the same line with the date line.
Example :
J.B./m. h.
The identification initials mean that the author is Jack Brown and the secretary/clerk is Meredith Harrison.
Enclosure Reference | Parts of Business Letters
The elevent part of a letter is enclosure reference. When our business letter has one or more attachments, such as price list, collection letter, brochure, invoice, resume etc., we must make sure that we state it in the main letter. The statement that we send another paper other than the main letter is called enclosure reference. This enclosure reference is usually shortened as Enc. or ENC. or Inc. or Encl. or Incl..
Example :
Encl. : 1 (one) Illustrated price list
Incl. : 1 (one) Invoice
Enc. : Our 2010 Catalog
Inc. : Cheque no. 954646/B
See our collection of business letter samples here.
Business Letter Elements
Business Letter Closings
Layout of Business Letters
Letter Phrases
Optional Business Letter Parts
Styles
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