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Questions and Answers
What is the purpose of understanding the parts of a letter in communication?
What is the purpose of understanding the parts of a letter in communication?
How should lines in a business letter be aligned?
How should lines in a business letter be aligned?
Which font is generally recommended for writing a business letter?
Which font is generally recommended for writing a business letter?
What is the spacing requirement within a paragraph in a business letter?
What is the spacing requirement within a paragraph in a business letter?
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When should one consider using a business letter?
When should one consider using a business letter?
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What should be included in the heading of a business letter?
What should be included in the heading of a business letter?
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Where should the recipient's address be placed if not using letterhead in a business letter?
Where should the recipient's address be placed if not using letterhead in a business letter?
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What should be included in the salutation of a business letter?
What should be included in the salutation of a business letter?
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Where is the main point of a business letter typically identified?
Where is the main point of a business letter typically identified?
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Where should the complimentary closing of a business letter be placed?
Where should the complimentary closing of a business letter be placed?
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Study Notes
Understanding Letter Writing
- Writing a letter is an essential part of communication in personal and business endeavors.
- Effective written communication may be the reader's first interaction with the writer, so professionalism is crucial.
Parts of a Business Letter
- A business letter is a formal letter that follows specific formatting requirements.
- The seven components of a business letter are:
- Heading
- Recipient's Address
- Salutation
- Body
- Closing
- Signature
- Enclosures
The Heading of a Business Letter
- The heading includes the business address, city, state, and zip code.
- If using letterhead, the business address is included on the letterhead, and the letter starts with a date.
Recipient's Address
- If not using letterhead, the company name, street address, city, state, and zip code should be included.
- Skip a line and enter the date in a formal format: month, date, and year.
- Include the title and name of the individual the letter is addressed to.
Salutation
- Skip one line after the date and place the recipient's address on the left margin.
- Use a title (e.g., Ms., Mr., Dr.) and include a colon after the addressee's name.
Body of a Business Letter
- The body is in block or modified block format, flush left, single-spaced within paragraphs, and double-spaced between paragraphs.
- The main point of the letter should be identified in the first paragraph.
- Following paragraphs should back up the points in the first paragraph.
- The closing paragraph should reiterate the first paragraph and provide a call to action.
Complimentary Closing
- The closing is flush left and placed one space after the last paragraph of the body.
- Use a capital letter for the first word of the closing and a comma at the end.
- Leave four spaces and type the sender's name.
Signature
- The signature is hand-written in the four spaces between the salutation and the sender's formal name.
- If the letter is to be sent electronically, do not leave blank lines.
Enclosures
- Include enclosures three lines below the signature line.
- Suggest including the number of enclosures or listing each enclosure by name.
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Description
Learn about the essential parts of a letter and how to effectively communicate in personal and business settings. Knowing the key components of a letter can help you convey your message professionally and efficiently.
