The Structure of an English Business Letter
The Structure of an English Business Letter
A business letter is a letter written in a 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. Business letters usually follow a block format.
Business Letters in the United States usually contain the following information (in this order):
1. Letterhead or sender's address
2. Date
3. Inside address
4. Salutation or Greeting
5. Letter body
6. Complimentary closing
7. Signature, printed name, and position of sender
In some situations, a business letter may also include the following optional information:
8. Reference (RE:)
9. Carbon Copy Recipients (CC:)
10. Enclosures (ENC:)
11. Reference Initials
Addresses
The address is generally written from the most specific information (i.e. the recipient's name) to the most general (i.e. the city, state, ZIP Code or country). If the writer knows the recipient's gender, a courtesy title (Mr. or Ms.) should be included. Please note that the sender's name should not be included with the address.
|
Mr. Bill Duffy |
|
Director of Marketing |
|
Acme Industrial, Inc. |
|
PO Box 148761 |
|
Shirley, New York 11967 |
Dates
The date typically goes before the inside address. In formal business writing, it is best to completely write out the date to avoid confusion. For example, the writer should write October 8th, 2002, instead of 10/8/02. One reason for writing out the date is date-formats; in the US, 10/8/02 is the October 8th 2002, but most of the world would read this as 10th August 2002.
The salutation addresses the reader of your letter. It follows one of the following formats: "Dear [Courtesy Title (Mr., Ms., Mrs., Dr., etc.)] [Name]" or "Dear [Title]". If the recipient's name and sex are unknown, the letter may be started with "Dear Sir or Madam" or "To whom it may concern". In the United States, the salutation is followed by a colon in formal writing; commas are used in informal writing. In the UK, the salutation is followed by a comma or by no punctuation at all. A courtesy title is included only if the gender of the recipient is known.
The body of your letter should be written clearly and concisely. It includes as many paragraphs as are necessary to communicate the information. Paragraphs are generally short, no more than 4 or 5 lines.
If additional documents are being enclosed with a business letter they should be mentioned in the body of the letter.
A closing is included after the last paragraph of a business letter. Examples of closings in business letters include "Sincerely (yours)", "Cordially (yours)", "Respectfully (yours)", "Yours truly", "Very truly yours", "(With) best regards" and "(With) kindest regards". The closing that is used will depend on the contents and formality of the letter, the writer's familiarity with the recipient, and the recipient's level of authority.
The sender's signature is included after the closing. The sender's name and title should be typed under the signature.
The typist's reference is optional and follows the sender's typed name and title. Typically, these are the last items in a business letter.
If the letter was typed by someone other than the sender, the initials of the typist are typically included at the end of the letter. The sender's initials are typed in capital letters followed by the typist's initials in lower case. The initials are separated by a colon.
Example: JM:ab
If additional documents are being included, such as a resume or price list, an enclosure notation is used to indicate that they are included with the letter. Enclosures should be mentioned in the body of the letter.
Examples: Enclosure Enc: Resume
If a business letter is being sent to people other than the recipient at the top of the letter it should be noted on the letter with the 'copy' or 'carbon copy' reference.
Example: cc: John Doe, Jane Doe