Elements of a Business Letter

​Parts of a Business Letter

Multiple Choice

It contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address.

• Heading

• Salutation

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination.

• Heading

• Salutation

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

In a business letter, it is always formal. It often begins with “Dear {Person’s name}.

It's also known as greeting.

• Heading

• Salutation

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

It is the meat of your letter.

Here you introduce what you are writing about and what you want, explain the nature of your problem, and thank the recipient for their time and efforts on your behalf.

• Heading

• Salutation

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

It is a short and polite remark that ends your letter.

• Heading

• Salutation

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

This line will include your first and last name. You may put your title beforehand to show how you wish to be addressed (Ms., Mrs., Dr.).
The ... should be in blue or black ink.

• Heading

• Signature Line

  Signature

• Recipient’s Address

• Complimentary Close

• Body

Multiple Choice

If you have any attached documents, such as a resume, you can indicate this by typing “...” one line below the listing. You also may include the name of each document.

• Heading

• Signature Line

  Signature

• Recipient’s Address

• Complimentary Close

• Enclosures

Multiple Choice

It's the most common layout for a business letter. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.

• Extreme Block

• Modified Block

• Semi-Block

• Block

Writing a business letter

• Writing a letter to a business partner or to a vendor or a client has its own style rather than a common letter.

• A business letter should be very clear about the agenda for which it is meant for. Another important thing is to keep letters as short as possible without compromising the required points of agenda.

• In case of long letter, it should be maintained in small paragraphs or in a point-wise manner.

Points that can be used while writing a professional business letter

• A business letter can be an impression for very important relationship between business partners, vendors or client so it should be genuine as well as encouraging.

• Letter should be purely up-to the decided or noted agenda rather adding unnecessary information or data.

• In case of some contract or procedure sharing, a letter can be formalized in points form to clarify the subject in a better way.

Points that can be used while writing a professional business letter

• Maintain the positivity in letter.

• Maintaining a gentle gesture through out the letter may help you to fulfil your agenda behind writing letter. 

• You can add an appreciation for your client company for its growth and new achievements  when you are writing as a vendor side company.

Sample letter

{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YC [your two letter state abbreviation] zip

Date (write out either like June 4, 2004 or 4 June 2004)

First and Last Name of the Person to whom you are writing 
Address 
City, ST zip

Dear Mr./Ms. Whomever:

In the first paragraph, introduce what you are writing about and what you want from them.

In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.

In the last paragraph, be sure to thank the recipient for their time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.

Sincerely yours,
{four spaces so that your signature may appear here}
Jane/Joe Doe