Business Letter Components

Business Letter Components

• A business letter consists of the following components: heading, inside address, salutation, body, complimentary close, signature, and memorandum
• The heading includes the sender's address and date (month, day, and year)

Inside Address

• Includes the name of the addressee (recipient), their designation, company, and business address

Salutation

• Serves as the welcome part of the letter
• Uses a professional greeting and formal title ("Dear Mr./Ms./Dr.")

Body of the Letter

• Provides an introduction explaining the reason for writing
• Includes specific details about the request or information being provided
• Reiterates the reason for writing and thanks the reader for reviewing the request
• Polite and courteous tone is used throughout

Complimentary Close

• Serves as the farewell part of the letter
• Uses a formal sign-off, such as "Sincerely" or "Best regards"

Signature

• Includes the sender's handwritten signature followed by their typed name (written letter)
• Includes the sender's typed name followed by their contact information (email)

Business Letter Guidelines

Principles of Effective Writing

• Coherence: sticking together of ideas using transitional devices or pivotal words
• Clearness/Clarity: no ambiguity, using simple and familiar words
• Consistency: unity, using English words consistently
• Conciseness: brevity, using short words and constructing short sentences
• Completeness: thoroughness, using full words and avoiding omission of necessary words and ideas
• Concreteness: specificity, using specific words, not generic words
• Correctness: accuracy, using precise words and editing before sending
• Courteousness/Courtesy: politeness, using polite words
• Consideration: kindness, using kind, not rude, words

Physical Guidelines

• Font Style and Size: plain font (e.g., Times New Roman, Arial, Calibri), 10-12 points
• Margins: one-inch margins, left-justified text
• Spacing: single spaced, with an extra space after the salutation, before the closing, and before and after the handwritten signature
• Printing: on plain white paper