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A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned;[1] however, there is a general consensus on style,[2] for example, Business letters usually follow a left-blocked format, other points of general style are outlined below.
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Parts of a Business Letter
Business Letters in the United States usually contain the following information (in this order):
- Letterhead or sender's address
- Date
- Inside address
- Salutation or Greeting
- Message
- Closing
- Signature, printed name, and position of sender
In some situations, a business letter may also include the following optional information:
- Reference (RE:)
- Carbon Copy Recipients (CC:)
- Enclosures (ENC:)
- Reference Initials (of the typist)
- Signature
Example of a Block Style Letter
NATIONAL COLLEGE FOR BUSINESS Rizal Avenue, Manila
December 4, 2007
Miss Loreta T. Miraflor 1568 Pudencio Street, Sampaloc, Manila Dear Miss Miraflor: This letter is typed in blocked style. Note that all lines begin at the left margin except the date, complimentary close, and signature block. They start from the center, or slightly to the right off center on the page. Some authors refer to this form as the “modified block with block paragraphs.” This style is usually typed with mixed or standard punctuation. The salutation is followed by a colon, and the complimentary close, by a comma. This form of punctuation is widely used in most business correspondence. To facilitate typing the date and the closing lines, set the tabular stop at the center or slightly off to the right of the paper so that you can tabulate it whenever you wish. Very truly yours,
LEO DEL ROSARIO Consultant rmb
BLOCKED STYLE WITH STANDARD PUNCTUATION EXERCISE No. 1 Roma Bonado
Business Letter Layout Guidelines
Format for the Header on the Second Page of a Letter
Sometimes a letter has a second page. A second page requires a heading that consists of three parts: (1) the name of the person who will receive the letter, (2) the date, and (3) the page number. Usually, there is a one inch blank margin that precedes those three items. The quality and weight of the paper used for a second page should be the same as that used for the first page. The second page header should be created in the following format:
Please note that when using additional pages, be sure that the watermark is facing forward and upward before printing.
Carbon Copy
If a business letter is being sent to people other than the recipient at the top of the letter it should be noted on the letter with the 'copy' or 'courtesy copy' reference. Example: cc: John Doe, Jane Doe, Jeffery Doe, Jamie Doe
References
- ^ Truss, Lynne (2005-10-31). Eats, Shoots and Leaves: The Zero Tolerance Approach to Punctuation. Profile Books Ltd. ISBN 978-1861976772.
- ^ Burchfield, R W (1998). The New Fowler's Modern English Usage. Clarendon Press Oxford. ISBN 0-19-860263-4.
External links
- Library of sample business letters and writing guide lines:
http://www.delaval.ir/business_letters/index.php
- Tips for writing great letters:
