Name : Novita Duyung

Npm : 03062111065

Class/semester : B/5

Subject : busnis English

Parts of a Business Letter

A business letter is a formal letter. Unlike a résumé or cover letter, it can be more than one
page, and is likely to contain six parts:

1. The Heading
The heading contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number, fax number, or e-mail
address. Often there is a line skipped between the address and the date. It is not necessary
to type a return address if you are using stationery with the return address already
imprinted, but you should always use a date. Make sure the heading is on the left margin.
Example :
Ms. Jane Doe 543 Washington St Marquette, MI 49855
Tel:
Fax:
Email: June 28, 2011
2. Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as
possible so it gets to its destination. Always include title names (such as Dr.) if you know
them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is
Folded in thirds to fit in a standard 9” business envelope, the inside address should appear
through the window in the envelope (if there is one). Be sure to skip a line after the
heading and before the recipient’s address, then skip another line after the inside address
before the greeting. For an example, see the end of this sheet for a sample letter.
3. The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with
“Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it
(such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s title or gender then
 just use their first name. For example, you would use only the person’s first name if the
person you are writing to is “Jordan” and you do not know whether they identify as male,
female, or non-binary. The salutation always ends with a colon.
4. The Body
The body is the meat of your letter. For block and modified block letter formats, single
space and left justify each paragraph. Be sure to leave a blank line between each
paragraph, however, no matter the format. Be sure to also skip a line between the
salutation and the body, as well as the body and the close.
5. The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close
begins at the same justification as your date and one line after the last body paragraph.
Capitalize the first word of your closing (Thank you) and leave four lines for a signature
between the close and the sender’s name. A comma should follow the closing.
6. The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be
signed. If you are printing this letter out and sending it by mail, you will sign your name
in pen. This line will include your first and last name, and often includes a middle initial,
although it is not required. You may put your title beforehand to show how you wish to
be addressed (Ms., Mrs., Dr.). The signature should be in blue or black ink.
7. Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing
“Enclosures” one line below the listing. You also may include the name of each
document.
Format and Font
Many organizations have their own style for writing a business letter, but here are some
common examples.
Block
The most common layout for a business letter is called a block format. In this format, the
entire letter is justified to the left and single spaced except for a double space between
paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of the letter and the
sender’s and recipient’s addresses are left justified and single spaced. However, in this
format, the date and closing are tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left
justified.
Font
The standard font for business letters is Times New Roman, size 12. However, fonts that
are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YC [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom
You are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from
them.
In the subsequent paragraphs, explain the nature of your problem and what they can do
for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank the recipient for their time and efforts on your
behalf. Also, let them know that you will contact them or that they can contact you with
any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe