Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. There are a number of elements to a business letter. There are twelve elements of business letter :
1. Letterhead
The heading at the top of a sheet of letter paper, usually consisting of a name and an address of the company, departement, etc.
For example :
 |
| letterhead |
2. Reference Line
Reference lines should be used when the letter refers to several invoices, letters, or telephone conversations. They eliminate the need to include such information in the opening paragraph.
Reference lines or blocks appear immediately below or two lines below the date line, depending upon company preference. They can begin with RE or References.
If several references are listed, each may be preceded by a number or letter identifier to facilitate ease of referral (by number or letter) within the body of the document. In documents of multiple pages, reference lines may appear under the date in the heading of all pages.
For example :
Your ref : LH/DC/2D (reference letter in)
Our ref : RM/AM/21A (reference letter out)
3. Date Line
The date line appears two or three lines below the letterhead (or as many as six or seven lines below if the letter is short). If no letterhead is used, the date line appears directly underneath the return address.
The date line should never extend into either margin.
The normal order of elements in the date line are month, day, and year, e.g., July 15, 2005. However, in the U.S. Government and many foreign countries, the preference is to present the day before the month, e.g., 15 July 2005. In either case, abbreviations are not used.
4. Inside Address
The inside address appears below the date or reference line, and its content is consistent with the spelling, format, and punctuation shown on the receiving organization's letterhead or return address. It usually includes:
The addressee's courtesy title--Mr., Mrs., Ms.,
Miss, or Dr.--and full name
The addressee's business title
The name of the organization
The street address, post office box, suite
number, mail drop, or other mailing
information
The city, state, and full ZIP code
Letter length dictates the number of blank lines that are inserted between the date or reference line and the inside address.
The only abbreviations that may be used within an inside address are the standard two-character U.S. Postal Service abbreviations for states.
When the name of the intended reader is unknown, the letter should be addressed to a position title. If the letter is written to an organization, it should be addressed to the name of the organization (or the department within it).
5. Attention Line
An attention line is used when the inside address does not include either the name of an individual or the name of the department. It appears two lines below the inside address.
The word attention may have an initial capital letter or appear in all capitals. The use of a colon after the word is optional.
If the word "ATTENTION" is written in all capital letters, the name following should also appear in all capitals.
6. Salutation
The salutation helps to establish the tone of the correspondence.
The salutation appears two spaces beneath the inside address and usually begins with the conventional greeting Dear followed by the title and name of the addressee. No punctuation follows the salutation in open punctuation style. In standard punctuation style, a colon (formal letters) or comma (informal letters) follows the salutation.
When the addressee's name is unknown, several options are available:
Ladies and Gentlemen: (or the reverse) Ladies: (all women)
Dear Sir or Madam: (or the reverse) Gentlemen: (all men)
Dear Friends: Dear Colleagues:
Sexist salutations, e.g., Dear Sirs, Gentlemen, etc., are not used.
When none of the non-gender alternatives seems appropriate, a simplified letter format (omitting the salutation) may be used. Another solution is to omit the gender title, e.g., Dear Chris Smith.
7. Subject Line
Descriptive subject lines instantly inform a reader of the general content of the letter. They also permit accurate filing and retrieval from files.
Subject lines specifically define the subject matter of the letter. They appear two lines below the salutation and two lines above the first line of the text, although the simplified letter format may have different spacing. Subject lines are highlighted by boldface type, underlining, or the use of all capital letters.
8. Body of Letter
The text or body begins two lines below the salutation or subject line. (In the simplified letter format, the text begins three lines below the subject line.) The text is single or double spaced, depending on letter length.
Paragraphs are not indented in block, modified block, and simplified format letters; but they are indented (usually five spaces) in semiblock format letters. A blank line appears between paragraphs.
Long quotations are indented five spaces from both the left and right margins, with a blank line both before and after. A similar indentation is used for lists in letters with the semiblock format.
Reverse or "hanging" indentation is a format option, especially in advertising letters:
Keep us in mind when you think
about a new car. You can be
assured of quality and fine
service when you buy from us.
The first line begins flush with the left margin, with subsequent lines indented five spaces.
At least three lines of text must appear on any page following the initial page. If necessary, margins and line spacing are adjusted to meet this requirement.
9. Complementary Close
The complimentary closing should convey the level of formality and degree of personal feeling that the writer has for the reader.
The complimentary closing (omitted in the simplified letter format) appears two lines below the last line of text. Its alignment varies with the format of the letter:
In block letters, the complimentary closing
appears flush with the left margin.
In modified and semiblock letters, the
complimentary appears right of center or may
be flush with the right margin.
Complimentary closings for business letters include:
Sincerely, Sincerely yours, Thank you, Regards,
Complimentary closings for informal letters include:
Best wishes, Kindest regards, Best regards, Cordially,
Complimentary closings for very formal letters (those addressed to dignitaries and high officials) include:
Yours sincerely, Respectfully yours, Respectfully,
The word "truly" has become a cliche and should be avoided in letter closings.
10. Signature
The signature block appears four or five lines beneath the complimentary closing (or at a like distance below the last line of text of simplified format letters). In block and simplified letters, the signature block is flush with the left margin, while in modified and semiblock letters, the signature is usually right of center.
The signature block contains the handwritten signature of the writer, the full typed name of the writer, and the title of the writer. The company name is optional.
The company name is only needed in a signature block when the letter represents a company policy, position, or decision.
Secretaries who sign a letter for the author should sign the author's name and then add their own initials either in the middle or on the right side under the signature.
Academic titles and professional titles, when used, follow the typed name and replace Dr. or other courtesy titles preceding the name.
11. Enclosure
An enclosure notation reminds readers of enclosures and appears directly under reference initials. The following are examples of enclosure notation forms:
Enclosure Enc. Enclosures (3)
3 Enclosures Enclosures 3
Types of enclosures may be indicated:
Enclosures
1. Invoice 6234-44
2. Graph of sales activity
3. Letter of authorization
Items "enclosed" but separately sent should be indicated as follows:
Enclosures
1. Invoice 6234-44 Sent separately
2. Letter of authorization
3. Price list
12. Carbon Copy Notation (cc.)
A carbon copy notation (showing the distribution of the letter) appears two lines below the enclosure notation and flush with the left margin:
cc
Copy to cc:
Copies to
All people receiving the letter in addition to the addressee are listed:
cc Edward Albers
G.C. Fischer
Merilee Tobias
For the elements of business letter can be seen below it.
Source : http://www.kcitraining.com/styleguide/book/letelem.html
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