HOW TO WRITE A BUSINESS LETTER

- A business letter must be formal, correct, clear, concise, courteous, natural,

complete, logical, to the point, reader-oriented, efficient, factual, sincere,
good looking, consistent
- Avoid being wordy, using slang
HOW MANY PARTS DOES IT INCLUDE IN A BUSINESS LETTER?
HOW MANY ARE ESSENTIAL? HOW MANY ARE OPTIOINAL?
- 12 parts, 07 are essential, 0 are optional! "ncluding#
1! $etter head# sender%s address! &ometimes it%s in printed
2! 'ate
3. Reference (optional)
(! "nside address
5. Attention line (optional)
)! &alutation
7. Subject line (optional)
*! +ody
,! -losing .complimentary closing/
10! &ignature
11. Enclosure line (optional)
12. C.C notation (optional)
$A0123# &emi 4 block style#
Sender's Address
Date
Reference
Inside address/ Receiver's name & address
Attention
Salutation
Subject line
BODY
Complimentar closin!
Si!nature
"nclosure line
C/c notation
HOW TO WRITE EACH PART?
1. Senders address:
1n the top right 4 hand side of the page
5o sender%s name
2. Date:
6ritten below the sender%s address .straight and a space separated/
7!g!# &eptember 1
st
200,
&eptember 1, 200,
1
st
&eptember 200,
'o not abbreviate the month
3. Reference:
1ur ref# '$8 93 .'$ : &igner8 writer%s initials, 93 : secretary%s initials/
0our ref# '&8 9;
1ur ref# ))18 17 .))1 : chronological 5o! of the letter, 17 : no! of the department/
0our ref# *)8 2(
4. Inside address/ receivers name & address:
1! 5ame of the person or company
2! 5ame of the house8 bldg
<! 5o! of bldg, name of street, road, avenue, etc
(! 5ame of town8 city and postcode
! 5ame of the country
7g# 9s! =!-! >ilbert, =ohnson -o! $td
"ndustrial house
<( 4 (1 $ang ;oad
+olton +$ ( *3?
2nited @ingdom
5. Attention line:
?or the attention of
A335#
7!g!# ?or the attention of marketing manager
.A335# the marketing manager/
'ear &ir,
6. Saltation:
'ear sir8 sirs8 madam, end with# 0ours faithfully,
'ear 9r! 8 9rs! 8 9s8 9iss, 0our sincerely,
.3he comma after the salutation is optional/
!. S"#ect line/ titles:
;e# 1rder no! A3 2<( .re : regarding is optional/
$. %&e "od' of t&e letter:
2sually 0< sections#
- 3he opening#
- 3he message#
- 3he ending#
(. )om*limentar' closin+:
"f begin with 'ear sir8 sirs8 madam end with yours faithfully
'ear 9r! 8 9rs! 8 9iss8 9s yours sincerely
.3he comma after complimentary closing is optional/ ."f after salutation use
comma, then in closing comma is needed/
1,. Si+natre
5ame, title
7!g!# ;ose 9arry 4 &ales 9anager
A!A!=! 9ane 4 9anaging director
.A!A! : per pro : for and on behalf of/
11. -nclosre line:
."n a complain# enclosure line is essential! 3his must be the evidence# &urvey
report8 "nspection -ertificate/
7n! 8 7ncl!
7!g!# 7ncl# 1! Arice list
2! -atalogue
<!
7nc! 1! &urvey report
2! Aictures of damaged items
12. ).). . )ar"on co*ies :
6ritten when copies are sent to people other than the named recipient!