Business Letter Software

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The following points are to be regarded with mechanical and physical details of formal letters:

Heading / Title / Caption – The caption or heading comprises of the writer’s address and the date of the letter. Only a date is required and writer’s name is not included.

Inside address – this part demonstrates the name and address of the recipient of the letter. In the inside address, include the suitable title of respect of the recipient and copy the name of the organization same as that organization writes it.

Salutation / Greetings – Greetings like ‘Dear Sir’, is generally followed by a colon, except with a friendly, known or sociable tone is intended, in which case a comma is used. If you are unaware whether the recipient is a male or a female, then you can write ‘Dear Sir’ or ‘Dear Sirs’ and don’t bother about it.

Subject or orientation line –The subject line replaces the salutation or greetings or it is included with it. The subject line states the main business of the letter.

Body of the letter – The real message is enclosed in the body of the letter, the paragraphs between the salutation or greetings and the positive close.

Positive close / Positive conclusion – The ’sincerely yours’ facet of the formal letter is called the positive close. Other common ones are ‘Thanking you’, ‘Cordially’, ‘Respectfully’ or ‘Respectfully Yours’. See that only the first letter is capitalized, and it is always followed by a comma.

Enclosures / Attachments – To be certain that the recipient knows that items accompany the letter in the same envelope, use such indications as ‘Enclosure’, ‘Encl’ or ‘Enclosures’ (when two or more attachments are there in the letter). For instance, if you send a resume and writing sample with your application letter, you would write this: ‘Encl: Resume and Writing Sample’. If the enclosure is lost, the recipient will come to know.

Photocopy – If you want to send photocopy of a letter to others, specify this
information among the end document also. If, for example, you were unhappy by a local trader’s managing your repair issues and were sending a copy of your letter to the Better Business Bureau, you would write this: ‘cc: Mr. Bhatia M
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ason, Attorney’.

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Business Letter Characteristics

There’s a big difference between a casual letter and a business letter. The business letter’s main purpose is to present your point clearly and concisely. It doesn’t beat around the bush. With this in mind, you’ll put your main point in the first line. Tell the reader exactly why you are writing and what you want.

A business letter also needs to have a formal tone. Don’t use slang or other expressions. On the other hand, don’t pull out your thesaurus and use complicated words. Keep the tone and your vocabulary professional, yet understandable.

The Parts of a Business Letter

Business letters follow a specific format. Any missing parts will be quickly noticed by the recipient, and might get your letter tossed or put aside.

The first part of your letter is the heading, or letterhead. You should type your name, address, phone number and (if necessary) your e-mail address at the top of your page. Some people like to center their letterhead for a more professional look.

Next will come the recipient’s address. This goes on the left side of the page. On the first line, type their name. Then on a separate line add their title, like Human Resource Manager, if they have one. Next add the address and phone number.

The date follows the recipient’s address and on the next line you’ll need a salutation. Typically you’ll address your letter Dear Mr. Smith:. Make sure to add the colon following the name. If you don’t know exactly whom your letter is going to, then address the letter To Whom It May Concern:.

Next comes the body of your letter. Use short paragraphs and don’t indent the lines. After you’ve gotten your point across, it’s a good idea to summarize the purpose of the letter in the last paragraph.

All you have left is the closing. You can use the old standby “Sincerely.” Other options are “Yours faithfully” or “Regards.”

Sending Your Business Letter

Make sure to proofread your business letter very carefully before you send it. Watch for errors in spelling and grammar. It can help to have someone else read it for you before you send it.

Print out a clean copy on nice paper. This is especially important if you’re applying
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for a job. You’ll want to make sure there are no ink smudges or other printing errors on the copy that you send. Finally, either print out an envelope or neatly hand address one. Fold your letter in thirds, starting with the bottom, then covering that fold with the top third of the paper.

When you follow all of these steps, your business letter will be well received.

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