Business Letters

BUSINESS LETTERS

THE IMPACT OF BUSINESS LETTER:

Must make a good impression
Tips: Use a good quality of the paper
Print the company’s letterhead
Correct placement of a letter on the page
Accurate and even in typing
Set margins and choose the proper spacing

COMPONENTS OF A BUSINESS LETTER:

1. Letterhead
A company’s printed letterhead has:
-Name of the company
- The company’s address
-Telephone number
-A list of branch offices
-The company’s slogan

2. Date Line

Correct way of writing is ,
Tips:
- Never abbreviate the month
- Never use st, nd, d, rd, or th after the day of the month.
- Do NOT use figures , such as 2/15/75 or 2-15-75
3. Inside Address
a. Parts:
- The name
- The title of the person to whom the letter is addressed
- The name of the addressee’s company
- The street address
- The city
- The state
- The ZIP code

For Example:
Mr. J.E. Dent, President
Dent Trucking Company
1365 East Broad Street
Columbus, Ohio 43205

b. Tips in writing:
- Avoid abbreviating names of streets, cities, and countries.
- In writing the state, we may abbreviate the state name (standard practice). We may also write the name in full.
- Always type the city, state, and ZIP code on the last line of the address.
- Leave one space between the state and the ZIP code.

4. Salutation
-It is the opening of the letter. It is always blocked at the left margin and has one blank line space above and below it.
-In a simplified letter form, the salutation is omitted.
-For a letter addressed to a person:
Dear Mr. Brown Dear Dr. Carter Dear Miss Wyley
Dear Sir (more formal) Dear Madam
-For a letter addressed to a firm:
Ladies (firm composed of women) Gentlemen (firm composed of men or men and women)
5. Body
The body of the letter is the message. It is always single-spaced. If it is double-spaced, the paragraphs should be indented.
Tips:
1. Always leave one blank space between the body and the salutation or the subject line.
2. Try to have at least two paragraphs in each letter.
3. Keep the paragraph short and concise.

6. Complimentary Closing

It is typed on the second line below the last line of the body. Capitalize only the first word. Use a form of closing that agrees with the formality or informality of the salutation.
-To show great respect:
Respectfully yours, Yours respectfully,
Very respectfully yours, Yours very respectfully,
-Used also when the salutation is Gentlemen or Dear Sir
Yours very truly, Very truly yours,
-Used when the salutation is Dear Mr. Jones
Sincerely yours, Yours sincerely,
-more personal and friendly:
Cordially yours, Yours cordially,

7. Signer’s Identification Line
-Consists of:
a. Typed name of the sender
b. Or typed name and business title of the signer
c. Business title of the signer.
d. Department of the signer.
-It is typed on the fourth line below the company signature line.

Example:
Yours very truly, Yours very truly,



H. B. Evans, President John a. Rynerson
Training Director