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Forms and Mechanics of Bussiness Letter
Forms and Mechanics of Bussiness Letter
Gentlemen:
The Body of the Letter. ???????????????????????????????????
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1
Heading (letterhead and date)
If the heading is not printed, it must be typed in the upper right-hand part of the
letter sheet, with at least an inch margin at the top and to the right.
2
Numbered streets up to ten are spelled out, but numbered
streets beyond ten are written in figures.
Do not use st, nd, rd or th when figures are used for numbered
streets or for days of the month in the dates.
The name of cities must be written in full, but the name of states
should be abbreviated.
Do not abbreviate the names of the month in the date line and
place a comma between the day of the month and the year.
3
The Inside Address
4
Regardless of the letter style, such words as Mr., Mrs., Ms., Dr., etc., must
always appear before the name.
if the person to which the letter addressed has an official or business title,
this should appear after the name, either next to it or on the following line.
5
Salutation
Mr.flush
Placed two spaces below the inside address, Saad with
Al yousef
the left-hand margin.
AL-Fowaz and Broths, Co.
The first and last words and every noun are110
capitalized.
New Street
Jeddah, Saudi Arabia 2600
A colon (:) follows the salutation Mr. Saad Al yousef
AL-Fowaz and Broths, Co.
except in open punctuation. 110 New Street
Gentlemen: Dear Mr. AL yousef
Jeddah, Saudi Arabia 2600
Common used forms of salutation ?????????????????????????
Gentlemen: Dear Mr. AL yousef
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are: singular form (Dear Mr., Mrs.
or Ms.). ?????????????????????????
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Plural form (Gentlemen or Ladies). ???????????????????????
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Other forms could be used.
6
The body of the letter
7
The complimentary close.
9
An official title, if used, is placed directly below the typewritten name.
In business letters, if the pronoun “We” is used instead of “I”, the name of
the firm appears before the writer’s signature. The firm’s name is typed two
spaces below the complimentary closing followed by the writer’s name four
spaces below the firm’s name.
When a secretary signs a letter in his or her own name, he or she indicates
that.
10
Some Special Features of the Business Letter
11
The personal notation
If the letter is a confidential, and it is Date
wanted to be read only by
a particular person, the word personal Personal
or confidential is used .
such notation should appear four spaces INSIDE ADDRESS
above the inside address as well as in the envelope.
INSIDE ADDRESS
12
The attention line
if you want your letter is directed to the
INSIDE ADDRESS
attention of a particular person, use the attention
line. It is placed two spaces below the inside Attention Mr. AL ahemd
address and two spaces above the salutation.
It may be flush with the left-hand margin Gentlemen:
indented five spaces, or centred.
Because the letter directed to the firm, a plural salutation is required.
13
● The identification line.
when the letter has enclosure, the notation is typed directly below the
identification line, flush with the left-hand margin. Either the entire word
enclosure, or its abbreviation, Enc. Or Encl. be used. If there is more than
one enclosure, the number should be indicated.
14
● The mailing notation.
This notation states the method of mailing: whether the letter is sent registered,
airmail, special delivery…etc,.
it is typed directly below the identification // signature //
line or enclosure notation. It serves as a record
SJW: am
to indicate that the letter was sent by other than
Enclosure or
regular mail. 2 Encls.
Special Delivery
cc: Mr. Saad
● The carbon copy distribution notation.
this notation states that a carbon copy of the letter is being sent to another person. It
is typed two spaces below all other notation, flush with the left hand margin. Either
the word Copy to or the abbreviation cc: may be used.
The blind carbon copy notation (bcc:) is used when the addressor does not wish to
indicate the distribution of the carbon copies to the addressee. It appears on all
internal copies, but not on the letter sent to the addressee.
15
The Forms and Mechanics of Business
Letters
Letter Forms
Block Form:
Semi-block
The Complete-block
Simplified Letter
The Hanging-indention From
16
The Block Form
17
The open form of punctuation should always accompany the block form.
18
The Semi-block
19
The Complete-block
● The basic principle of this form is to
///////// Letterhead //////////
bring all the elements of the letter to
/////////////////////////////////////
the left-hand margin.
// Date//
////////////////////////////////
//// Inside Address////
///Salutation///
///////////////////////////////////////////////////
//////////////////////////////////////
////////////////The Body ////////////
/////////////////////////////.
//Complimentary Close//
// Signature//
20
Simplified letter
/////////////////////////////////////////////////
////////////////////The Body ////////////
//////////////////////////////.
// Signature//
21
The hanging-indention form
Complimentary
Signature
22
Mechanics of the Letter
● Arrange and center the letter on the page for symmetry and balanced
appearance.
● Select letterhead and stationery on the basis of simplicity of design and
quality.
● In the salutation and complimentary close capitalize only the first letter of the
first word, except for proper names and titles.
● The salutation and the complimentary close should agree in tone.
● Punctuate the salutation with a colon (:) and complimentary close with a
comma (,).
● Company policy should determine the signature.
● Signature should be legible.
● The date is usually written in the upper right-hand margin.
● The salutation should agree with the first line of the inside address.
● The second page of the letter should not be on letterhead paper and should
be clearly numbered.
● The initials of the dictator and the stenographer as well as a reference to
any enclosures should be indicated at the bottom of the letter.
● Envelopes should give the compete address. 23