type business letter

Posted: October 12, 2010 in Uncategorized
Return Address Line 1 1
Return Address Line 2

 

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Closing (Sincerely…), 7

Signature 8

Your Name (Printed) 9
Your Title

Enclosures (2) 10
Typist Initials. 11

Your Address 1
The return address of the sender of the letter so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)

Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).

Inside Address 3
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. “Director of Human Resources”. Skip a line between the date and the salutation.

Salutation 4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient’s name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.

Subject Line (optional) 5
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.

Body 6
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.

Closing 7
Let’s the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.

Signature 8
Your signature will go in this section, usually signed in black or blue ink with a pen.

Printed Name 9
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.

Enclosure 10
If letter contains other document other than the letter itself your letter will include the word “Enclosure.” If there is more than one you would type, “Enclosures (#)” with the # being the number of other documents enclosed that doesn’t include the letter itself.

Reference Initials 11
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist’s initials in lower case in the following format; AG/gs or AG:gs.

 

Letterhead
Company Name (and logo)
Address
Phone/Fax number
E-mail (optional)

(2 blank lines after letterhead)

Current date —> The date may be written as month-day-year (US style) or day-month-year (UK style).

(4 blank lines)

Mr./Ms. Name of person you are writing, title —> The inside address includs the recipient’s name, title,
Company name company, and full address.
Address
City, Zip

Country (use only if writing to another country)

(2 blank lines)

Dear Mr. /Ms. Last Name:   or…   Dear Mr./Ms. Last Name, —> The salutation is a greeting to the recipient. If you don’t know the name of the individual, address it to the individual’s title in the company or “Dear Sir/Madam”.

(1 blank line if there is a subject; 2 blank lines if there is no subject)

Subject Line (Optional): Title of subject —> Indicates the subject or purpose of the letter. It may be also placed
before the salutation.

(1 blank line)

Body Paragraph 1: Explain who you are and why you are writing this letter.………………………………………………………..
……………………………………………………………………………………………………………………………………………………………………..
(1 blank line)
Body Paragraph 2: Use facts, details and experiences to support your opinion or request.………………………………………
………………………………………………………………………………………………………………………………………………………………………
(1 blank line)
Body Paragraph 3: Tell the reader what you want him to do or what you will do for him.………………………………………..
………………………………………………………………………………………………………………………………………………………………………
(1 blank line)
Short sentence: End your letter by saying something courteous to your reader.

(2 blank lines)

Sincerely,  or…   Sincerely yours, —> Capitalize only the first word in the complimentary close, and follow the phrase                                                                          with a comma.

(3/4 blank lines)           —> Your handwritten signature

Your name —> You should type your first and last names. This can be followed by a title on the next line if appropriate.
Your title

(2 blank lines)

NKA/wgs   or   NKA:wgs —> The typist’s initials (if someone else types your letters) follow the writer’s initials, separated
by a slash or colon. The writer’s initials are in capital letters, the typist’s are lowercase.

Enclosure (2) —> Include this if there are additional items with the letter.

(2 blank lines)

cc: The names of the other recipients —> The copie line is used to let the reader know that other people are receiving a copy of the document. Follow the colon with the names of the other recipients, listed either alphabetically or according to organizational rank.

When printing on blank paper you should type your address (without your name or phone # ) as the heading. Align the heading according to the letter format.

Address
City, ZIP
Country
(2 blank lines)
Date of writing
If the letter is long you may place the date immediately below the last line of the heading. Otherwise, place the date two lines below the heading.

Punctuation
The two styles of punctuation commonly used in business letters are mixed and open.
The most popular style is mixed punctuation. Mixed punctuation requires a colon after the saluation and a comma after the complimentary close.
When no punctuation follows Mr or Msthe salutation and the complimentary close, open punctuation has been used. This style is popular in the UK but it is not considered appropriate in the United States.

Dear Mr Last Name/Ms Last Name (no colon or comma)

———————————————————-
———————————————————-

  • Type the Special Mailing Notation under the postage area. It doesn’t have to line up perfectly with the stamp as shown, but it looks professional. Type in all uppercase characters, if appropriate. Examples include
  • SPECIAL DELIVERY
  • CERTIFIED MAIL
  • AIRMAIL
  • Type the On-Arrival Notation so that its right edge lines up with the left edge of the recipient’s address. This is not a post office requirement, but rather standard formatting. Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as when mailing a resignation letter. Examples are
  • PERSONAL
  • CONFIDENTIAL
  • The gray shaded area is where the optical character reader (OCR) at the post office scans for the recipient’s address. Type the recipient’s address within the shaded area, below other information. Don’t type anything to the left, right or below the recipient’s address. It’s a good idea to include a line or two of space below non-address information (such as the notations shown), before typing the recipient’s address. It makes it easier for the OCR to distinguish the address.
  • Including the recipient’s job title after his or her name is optional.
  • If you know the recipient’s department or mail-stop name or number, include it after his or her name.
  • Include the abbreviation USA after the Zip+4 code, if mailing to the United States of America from another country.
  • You’ll need software to print a barcode. It’s not required for typical, employment-related letters. But if you want to get fancy and have a later version of Microsoft®Word or WordPerfect®, they will print barcodes.

To Format a Multiple Page Letter Properly

  • Use letterhead when necessary for the first page and plain stationery for any additional pages.
  • Place a header containing the recipient’s name, date and page number on all subsequent pages one inch from page top.
  • Go down three spaces or so from the page header on page two (or any other continuation sheet) and then continue your letter from the previous page.
  • Try to leave at least two lines on the first page if you must divide a paragraph between pages. It’s good to have at least two lines from the divided paragraph on the subsequent page, as well.
  • If the paragraph is short, it’s better to move the whole thing to the second page.
  • Have at least two (better three) lines of text before the closing on the last page.
  • Don’t squeeze the letter onto one page if would look better on two pages. (Dixie just wanted to reiterate this point here)
  • Follow the first page’s format except for the header instead of letterhead. All margins on the subsequent pages should match the first page (as well as the previous ones, Dixie is sure you realize that).

Stapling Pages Together in a Multiple Page Business Letter

You may not realize it but there’s an ongoing debate whether pages of a multiple page business letter should be stapled (or not) before mailing. The old school says definitely no! The original should not be stapled, though the rule is not so strict for the copies. Not long ago experts recommended using paper clips (or nothing) instead of staples. But nowadays stapling is so common that this rule is changing along with so many others as you might have noticed. Besides, removing staples before making copies or scanning has become very easy. So, Dixie would say this is a matter of personal preferences. Isn’t it nice to have a choice in the matter?!

And as Dixie has addressed the matter of stapling here, she would suggest stapling multiple pages of enclosures together, but not stapling those enclosures to the letter. Either leave them loose or use a paper clip, your choice again!

Step 1

The first part of the business letter states your purpose. This can be anything from acknowledging a complaint to thanking a customer for their ongoing patronage.

Step 2

The second part of the letter explains the purpose. If you are thanking a customer for their ongoing patronage, you would go into a little more detail here.

Step 3

The last part summarizes the letter. This part can be an added incentive or simply reiterate the customer’s value to your business.

Example of Business Letters – Customer Relations Letters

Tone Deaf Music
587 East Street, Anytown, MI 45123

December 16, 2004

Linda Goodman
Guitars and Such
784 Peach Street
Yourtown, MI 45126

Dear Mrs. Goodman:

On behalf of Tone Deaf Music we wish to express our sincerest appreciation for your continued patronage. It is because of valued customers like you that we are able to continue to offer you the finest in modern musical instruments.

Tone Deaf Music has been in business for 30 years. We are dedicated to bringing you the finest in acoustic and electric guitars, bass guitars, drums and amplifiers. Our motto is to “provide our customers with the best value for the lowest price” We’ve been following this motto for the past 30 years.

Tone Deaf appreciates your ongoing patronage and because of that, we are offering you a special deal on all new signature acoustic models. If you call our offices within the next 15 days, we will give you a 15% discount on all new signature models purchased in the month of January.

Sincerely Yours,

Paime Mimonei
Sales Representative

Remember, these example of business letters are but a few of the many possible sample business letters. However, the above example of business letters should give you an idea of the different kinds of business letters.

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