Enclosures Enclosure notations are usually typed two lines below the signature block and flush with the left margin. When more than one enclosure is involved, Dixie recommends to identify each of them by number; e. In the letter above enclosure was identified in the body of the letter as well, in this case it might have been enough to type Enclosure below the signature block, but Gregory chose to reiterate it in the enclosure notation. As Dixie says, personal preferences should always be taken into account when you are writing a business letter, or any other piece of business correspondence.
Heading If you are using letterhead stationery, include only the date two lines below the bottom of the letterhead. Spell out the name of month. Spell out address designations, such as Street, Avenue, and West. The state name may be abbreviated using the two-letter, all-capitals U.
Include the date aligned at left with the address, spelling out the name of the month. Recipient's Address Two to four lines below the date, place the following items: The recipient's title such as Mr.
The recipient's job title, if appropriate. The name of the company or institution, if appropriate. The full address, following the same format as for the address in the heading. The recipient's address is always aligned on the left margin. Salutation Place the salutation two lines below the recipient's address.
The salutation begins with the word Dear, continues with the recipient's title and last name, and ends with a colon. If you are unsure of the recipient's gender and the recipient does not have a professional title, omit the title and, instead, use both the first and the last names in the salutation Dear Leslie Perelman: If you do not know the name of the recipient of the letter, refer to the department you are writing to Dear Technical Support: Avoid salutations such as Dear Sir or Madam:.
Body Start the letter two lines after the salutation. Body paragraphs should be single spaced with a double space between paragraphs. Indenting the first line of each paragraph is acceptable but is more informal than the unindented style.
Be concisedirect, and considerate. State the letter's purpose in the opening paragraph. Include supporting information in a middle paragraph or two, and conclude your letter with a brief paragraph that both establishes goodwill and expresses what needs to be done next.
If a letter requires more than one page, make sure there are at least two lines of body text on the final page. Never use an entire page for just the closing. The second page and all subsequent pages must include a heading with the recipient's name, the date, and the page number. Closing Phrase Write a complimentary closing phrase two lines below the final body paragraph.
Yours truly, Sincerely, or Sincerely yours are common endings for professional letters. Capitalize the first letter of the first word of your complimentary closing, and end the complimentary closing with a comma. Four lines below the closing phrase, write your full name. If you are writing in an official capacity that is not included in the stationery's letterhead, write your title on the next line.
Your signature goes above your typed name. End Notations At the bottom of the last page of a business letter, end notations may show who typed the letter, whether any materials are enclosed with the letter, and who is receiving a copy of the letter.
The typist's initials, in lowercase letters, follow the initials of the author, in capital letters, and a colon or a front-slash LCP: You can either identify the enclosure or indicate how many pieces there are.
A copy notation cc: Put each recipient of a copy on a separate line.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. Block format is typically used for business letters.
In block format, An example block style letter is shown below and can be linked to in our eBook. To find a handout on a particular subject area, browse through the alphabetical list below. Clicking on one of the highlighted items will take you to a more detailed list of handouts on that subject.
How to Write a Business Letter. In this Article: Article Summary Sample Business Letter Beginning the Letter Composing the Body Closing the Letter Finalizing the Letter Community Q&A Need to write a polished, professional letter? Most business letters follow an established, easy-to-learn format that you can adapt to any type of content.
A notice of intent to sue letter follows business guidelines, has a professional but assertive tone and demands resolution. Writing Help Central first came online more than a dozen years ago. From the very beginning, this site was designed to be your one-stop practical writing help portal offering tips, advice, pointers, information and templates for all types of personal, business, and educational writing.