A business letter has following standard/ essential/ compulsory parts:
- LETTERHEAD/ HEADING
Letterhead/ heading shows the sending organization’s name, full address , telephone number, fax number, e-mail address, etc. sometimes, the major products, branches, list or directors is also included in it. It is printed at the top of the sheet. It may be all capitalized and centralized. The receiver of the letter knows at a glance where the letter was written, e.g.
THE BANK OFPUNJAB
100- THE MALL
The date shows when the letter was written. It appears below the letterhead at left margin or just past the center. Always use the full name of month. Never use a number for the month. The most common ways of writing a date are as follow:
January 20, 2012. 20 January, 2012
The inside address belong to the receiver of letter. It contains title and address of receiver. Sometimes the name of the receiver is also included in it. Place a courtesy title, such as Mr., Dr., Ms. Before the name of the receiver. Inside address is placed below the date at the left margin. It should consist of at least two lines:
The controller of examination,
University of thePunjab,
it is courteous opening of the letter. It is placed below the inside address at left margin. The salutation is based on the relationship between sender and the receiver. These are some common used salutation:
Dear Sir, My dear Sir, Dear Madam, My dear Smith, Dear Smith. Etc. if the receiver’s name or sex is not known; use title such as Dear Client, Dear Dean.
When you address an organization, use the salutation such as Sirs, gentlemen. If the organization comprises women, use the title Mesdames.
The body of letter is our message. It is major part of the letter. The process of communication revolves around it. It contains information in the shape of sentences, sub-headings, or lists. The body may be divided into different paragraphs as per need
- COMPLIMENTORY CLOSE
It is courteous leave-taking of the reader. Complimentary close should be in accordance with the salutation. It is placed below the body at left margin or just past the center. Some commonly used complimentary closes are as follow:
Sincerely yours, Cordially yours, Truly yours, etc.
- SIGNATURE AREA
Signature area gives information about the sender of the letter. It shows three identification of the sender. It contains signature, name, and title. It may be placed below the complimentary close at the left margin or just past the center, e.g.