BUSSINES LETTER

All business letters have the following components: heading, inside address, salutation, body,
closing, and signature.
a. Heading
The heading of a letter gives the writers address: street, city, state, and country (if
necessary), and the date. The heading goes in the upper right-hand corner of the first
page. The heading may be blocked or indented. The punctuation used in the following
examples is accepted everywhere and is recommended.
Example: 7819 Woodland Ave.
Puyallup, Washington 98371
May 15, 2013
b. Inside address
The inside address is the name of the company or business letter is being written to. It
includes the street address, city, state, zip code, and country. It is the same address that
appears on the envelope. Envelopes are not kept in business files; the letter must carry all
pertinent information.
Example: Olsons Hardware
12 Sixth Street
Boise, Idaho 8370
c. Salutation
The greeting part of a business letter is more formal than that of a personal letter. The
salutation is followed by a colon. These are suitable salutations.
Dear Madam:
Dear Mr. Itgen:
Dear Sir:
Dear Mr. Modian:
Dear Sir/Madam:
Dear Ms. Wartsky:
d. Body
The business is discussed in the body of the business letter. It should be brief, well
stated, and easy to read. It also must be succinct and to the point.
e. Closing/The complimentary close
The closing is followed by comma. The first word is capitalized. Here are some useful
closing expressions
Sincerely,
Yours truly,
Sincerely yours,
Yours respectfully,
Very truly yours,
f. Signature
The senders name should be written the way the company is to address the return letter.
If the sender wishes to be addressed by a personal or professional title, it should be
written after the name, usually in parentheses: (M.D.), (Ph.D.), (Mrs.), (Miss), (Ms.), etc.

Lets Write
TYPES OF BUSINESS LETTERS

a. The order Letter

Probably the most common use of the business letter is to order goods and materials. It is
important that the letter clearly state the exact name of the merchandise, the price, and the
amount of payment being sent. Study the following
27 A Adly Street
Abdin District
Cairo, Egypt
May 13, 2013
Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021

Dear Ms. Hutchinson:

Thank you for sending your catalog so promptly. It arrives within a few days of my request.
Please sent me the following items by parcel post:
1 copy Emnent and Mullen,
High School Algebra @ $7.50

$7.50

25 copies Pinehurst,
Plane Geometry @ $8.75

$218.75
Total

$226.25

I am enclosing a money order for $226.25. If there are additional changes, please let me know.
Please mail the books to the address given above.
Very truly yours,

Abdul Rahman Farouki

B. Letter of Request
Sarmiento 702

Buenos Aires,
Argentina
August 22, 2013
Matthew-Nessen Publishing Company
139 West 50th street
New York, New York 10020
USA
Dear Dir/Madam:
A recent notice in Education News indicated that your firm has established a textbook
division.
If you plan to publish elementary schoolbooks dealing with geography, I would be
interested in having my mane placed on your mailing list for catalogs and for notices of other
educational materials.

Sincerely yours,

Gabriel Pabon

c. Letter of Application
175 Mission Lane
Ogden, Utah 84402
August 18, 2013
Dr. Francesco Gomes
Chairman, Department of Chemistry
University of Colorado at Denver
Denver, Colorado
Dear Dr. Gomes:
I have read the announcement of the scholarship in Chemistry that the University of Colorado is
offering, and I would like to submit my application.
The enclosed application form for admission to the graduate school of your university will give my
educational history. However, I would like to pint out that I have just received an M.S. degree in chemistry
with highest honors. For one semester I acted as teaching assistant in chemistry, working with Professor
Saramma.
My thesis involves polymer chemistry, which I understand is a specialty at the University of
Colorado. I would like to concentrate in that field for my advanced studies.
If you should require further information, I shall be happy to provide it. I would welcome the
opportunity to have a personal interview.

d. Letter of Recommendation
115 Lanyard Street
Elyria, Ohio 44035
July 24, 2013
Mr. Richard Tron
Director of Personnel
Family Insurable Company
986 38th Street
Cleveland, Ohio 44102

Dear, Mr. Tron:

Ms. Suzanne Rogers has requested that I write to you in connection with her application for
employment with your company.
Ms. Rogers and I were colleagues for two years, and I can testify regarding her work performance
and qualifications. She started as a secretary and within one year was promoted to office manager. During
the time that I worked with her, she never missed a single hour of work. She is characteristically punctual,
careful and efficient. She is also highly dependable.
Ms. Rogers has a pleasant, easygoing personality which has won her many friends here among our
other colleagues. I know she is leaving her present position of her own volition in order to seek
advancement. I will miss her as a colleague, but it is a pleasure and an honor to recommend her to you.
Yours truly,

Gregory Papas