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Business Letter


How to write a business letter

What kind of letter is it?

A business letter is a letter written in formal language. There are many reasons to write a business letter. It could be:

  • to request direct information or action from another party,
  • to order supplies from a supplier,
  • to identify a mistake that was committed,
  • to reply directly to a request,
  • to apologize for a wrong
  • or simply to convey goodwill.

Elements of a business letter

The parts of a business letter are as follows:

  • Sender's address
  • Date
  • Inside address
  • Attention line
  • Salutation
  • Body of the letter
  • Complimentary close
  • Signature
  • Enclosure

Positions of the elements

Styles of business letters are of two main types:

  1. Full block style:
    In this type you align all elements on the left margin.
  2. Modified block:
    In this style, some elements are on the left page margin.

The following is an example of the modified block style.

Example

[SENDER'S NAME]
[SENDER'S ADDRESS]
(optional[SENDER'S PHONE]
(optional[SENDER'S E-MAIL]

[DATE]

[RECIPIENT W/O PREFIX]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]

(Optional) Attention [DEPARTMENT/PERSON],

Dear [RECIPIENT],

[CONTENT.]

[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],


[SENDER]
[SENDER'S TITLE]

Enclosures ([NUMBER OF ENCLOSURES])

Punctuation

Generally speaking, a comma follows the salutation/greeting, but in the United States a colon is often preferred. The valediction/closing is followed by a comma.

Source: Wikipedia

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