Business letter formats provide quick access to information.
Writing business letters requires using specific parts of a letter and formatting them correctly. This article provides information about the parts of a business letter and where to locate each on an 8.5 by 11 inch page. Check with your supervisor for approved business letter formats before setting up a business letter.
Heading and Date
Verifying spelling of names and titles helps prevent errors.
A business letter heading is centered or aligned to the left margin of the page. Enter your name as used in business; avoid using nicknames. The next line contains either the name of your business or your street address or post office box number; your city, state, and zip or postal code appear on the next line. Enter your telephone number and area code on the following line. Enter your email address as a link on the last line of the heading. Skip a line and enter the date. Formatting headings on printed stationery can vary according to the printed information and its location on the page. Ask your supervisor for guidance on formatting business letters on printed stationery. Always include the current date in a business letter.
Recipient's Address
The recipient's address is also called the "inside address."
Skip a line after the date and align text to the left margin for the remaining parts of your letter. Enter the recipient's address in the following sequence: The first line contains the recipient's prefix such as Mr., Ms., Dr. Skip a space and enter the recipient's name as it is used in business. If you're not sure, opt for the formal name such as "William" rather than "Bill." The second line contains the recipient's business title and department. The third line contains the name of the recipient's organization.The fourth line contains the organization's street address including room or suite number, or post office box number in place of a street address. The final line of the recipient's address includes the city, state, and zip or postal code.
Subject Lines
The subject line informs the reader of your letter's topic.
Skip a line after the recipient's address and enter either "Re" or "Subject," enter a colon, a space, and identifying information. This may include proper names, file numbers or case numbers. Formats for subject lines include Re: Miguel S. Jones Account 106-2010 or Subject: ABC Insurance Claim 12345. Your employer may use standardized formats for subject lines and identifying information.
Business Letter Salutations
The salutation of a business letter serves the same purpose as a handshake.
The salutation, or greeting, of a business letter makes a powerful impact on the recipient. A misspelled name, or an inappropriate use of a nickname or first name can create a negative response before the recipient reads the body of your letter. If uncertain about an appropriate salutation, ask your supervisor or call the recipient's company and verify the name, title, and spelling of each. Non specific business correspondence salutations include Dear Sir, Dear Madam, Gentlemen, or Ladies and Gentlemen. Use a formal salutation "Dear Ms. Browne" rather than addressing the recipient by first name. Using "Ms." for a female recipient is preferable to assuming her marital status. End the salutation with a colon.
Toning the Body
The body of a business letter grasps the recipient's attention in a respectful way.
Skip a line after the salutation. The body states the purpose of your letter. Business letters may request assistance, report a problem with goods or services, or promote a project, product or business strategy. Use clear, concise language suited to the culture of the business you're contacting. Checking the organization's website and review previous correspondence from the recipient can provide clues about the appropriate tone of a business letter. Avoid references to personal matters within business letters unless they are specific to the purpose of your letter. Avoid using slang or profanity. Thank the recipient for his or her attention to your letter. Do not presume a close association with the recipient. Limit business letters to one page when possible.
Complimentary Closing and Signature
Closing a business letter replaces saying good bye.
Skip a line between the body of a business letter and the closing. Appropriate closings include "Sincerely," "Yours truly," or "Best regards." Avoid using personal closings in business letters. The first word of a closing is capitalized; following words are entered in lower case. End the closing with a comma. Skip two lines and enter the sender's name as it is signed for business purposes. If you are preparing a business letter for someone else, skip a line after the typed sender's name and enter your initials in lower case.
Finishing Up
Sign business letters using blue or black ink.
List enclosures by entering "encl:" two lines after the typed name of the sender. List multiple enclosures as appropriate. When sending copies of a letter to others than the addressee, indicate "cc:" two lines after the typed sender name, preparer's initials or "encl:" as appropriate, and the names of those receiving copies. Avoid using post script in business letters. Revise the body of your letter for including additional information.
