Parts of Business Letters
A letter head 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. It is usually printed on the top of the paper.
a.ENGLET & BROT LTD
115 Downing Street
b.GOOGLE MILLS INCORPORATION
499 NORTH WARREN AVENUE
SYRACUSE 2, NEW YORKPhone : 1499President: Francois Carlos Established : 1999
It consists of date, month, year or (month, date, year). If there is no Letter Head, 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
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)
Mr. Prana Pramudya
115 Downing Street
Mmes. Robert Thompson & Audrey
112, Downing Street
London E.C. 2, England
Attention LineBusiness 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 people in a company.
- We do not know the person’s name we are writing to and we decide to write to the company he or she works in.
- We want the letter to reach a person we are writing to faster.Attention line is usually put after inside address.Example :
16771 Fifteen Avenue
New york, N. Y.
Attention : Miss Rachel White
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,
Body of The Letter
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 consists of 3 paragraphs :
- the opening paragraph
- the content paragraph
- the closing paragraph
Complimentary ClosesComplementary Closing usually consists of 2 lines:
- Closing Words / Expressions
- Name of FirmExamples:Yours truly,Wisnu & Ninda LTDTruly Yours,Wisnu & Ninda LTD
Signature LineBusiness letter signature line usually consists of signature of the person who writes thebusiness letter. Below the signature we usually put our name. Below our name, sometimes we putour title or position in the company or institution we work in. Mostly, this is just to inform theperson who has not known us before.Examples :
Customer Relation Manager
Identification Initials are usually used by large-sized companies for administrative purposes only. Identification 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.
The identification initials mean that the author is Jack Brown and the secretary/clerk is Meredith Harrison.
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..
Encl. : 1 (one) Illustrated price list
Incl. : 1 (one) Invoice
Enc. : Our 2010 Catalog
Inc. : Cheque no. 954646/B