Business Letter Component
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Business Letter Components
1.Ð Return Address:Ð If your stationary has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, its common to also include an email address.
2.Ð Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.
3.Ð Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If youre replying to a letter, refer to it here. For example,
Re: Job # 625-01
Re: Your letter dated 1/1/200x.
4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
SPECIAL DELIVERY
CERTIFIED MAIL
AIRMAIL
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are
PERSONAL
CONFIDENTIAL
6. Inside Address:Ð Type the name and address of the person and/or company to whom youre sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the persons name here. Do the same on the envelope.7. Attention Line: Type the name of the person to whom youre sending the letter. If you type the persons name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipients name here. Type Mr. or Ms. [Last Name] to show respect, but dont guess spelling or gender. Some common salutations are
Ladies:
Gentlemen:
Dear Sir:
Dear Sir or Madam:
Dear [Full Name]:
To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While its not really necessary for most employment-related letters, examples are below.
SUBJECT:Ð RESIGNATION
LETTER OF REFERENCE
JOB INQUIRY
7. Attention Line: Type the name of the person to whom youre sending the letter. If you type the persons name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipients name here. Type Mr. or Ms. [Last Name] to show respect, but dont guess spelling or gender. Some common salutations are
Ladies:
Gentlemen:
Dear Sir:
Dear Sir or Madam:
Dear [Full Name]:
To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise