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Harjit Singh
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Formal Business
Typed on Letterhead Letterhead Already contains your return address You dont retype it.
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2. Inside Address
3. Salutation 4. Subject Line (though Optional) 5. Body 6. Complimentary Closing 7. Signature 8. Optional: Enclosure Typists Initials.
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1. Heading
The Heading (The Retern Address) or
Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisations identity.
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2. Inside Address
In a business or formal letter you should give the
address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.
The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the S-30 envelope.
3. Salutation
Also called the greetings. The type of salutation depends on your
relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).
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4. Subject Line
Its inclusion can help the recipient in dealing
successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."
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5. Body
The body is where you explain why youre writing.
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Its the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.
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6. Complementary Close
This short, polite closing ends always with a
comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)
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7. Signature
The signature is the last part of the letter. You
should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.
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8. Optional
Initials are to be included if someone other than
the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encl. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.
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American Style
British Style The heading is usually placed in the top right corner of the letter (sometimes centred) 19 October 2005 (daymonth-year) Usually placed directly (or 1 blank line) below the heading. Dear Mr./Ms. Smith, Dear Sir or Madam, Dear Sirs, After the salutation there is a comma (,) Sincerely, Yours sincerely, Yours faithfully,
Heading
According to the format but usually aligned to the left October 19, 2005 (monthday-year) According to the format but usually aligned to the left (two lines below the heading) Dear Mr./Ms. Smith: Dear Sir or Madam: Gentlemen: After the salutation there is a colon (:) Sincerely, Sincerely yours, Yours truly,
Date
Salutation
Complimentary close
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Format/Layout of a letter
The format (layout) is the visual organisation
of a business letter. You can follow many different formats when you create business letters. Be aware that there are often differences depending upon location. The main business letter formats are: 1. Full-Block Style 2. Modified Block Style 3. Indented or Semi-Block Style
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and there are no indented lines. This is a standard block-style format that is accepted by most businesses.
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signature start just to the right of the center of the page or may be flush with the right margin. All body paragraphs begin at the left margin.
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Complimentary Close
Sincerely,
Yours Sincerely Sincerely Yours Yours truly, Respectfully yours, Followed by three lines (Enter Key 4 times)
After printing you will sign the letter here
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Signature
Your Full Name
Dr. Harjit Singh
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Optional Parts
Typist Initials
If your secretary typed this for you Dr. HS/ak
Enclosure
If something else is in the letter or package Followed by one lines (Enter Key twice)
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Skip a line
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Dear Sir:
Sincerely,
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