Hi guys I am back but this enforcing mainly different types of letters found.

How to Write a Business Letter

Purpose of a Business Letter
A business letter (or formal letter is a formal way of communicating between
two or more parties. !here are many different uses and business letters.
Business letters can be informational" persuasi#e" moti#ational" or
promotional. Business letters should be typed and printed out on standard $.%&
' ((& white paper.
)lements of a *ood Letter
!he most important element of writing a good letter is your ability to identify
and write to your audience. If you are addressing your letter to the department
of human resources" a#oid using highly technical terms that only engineers
would understand" e#en if your letter is addressed to an engineering company"
chances are that the personnel in human resources does not ha#e an
engineering background.
!he ne't element is that you make sure your present your ob+ecti#e in a clear
and concise manner. ,on-t be #ague about your ob+ecti#e" most people will not
ha#e the patience to sit there and guess at the meaning of your letter or the
time to read a long.winded letter" +ust get to the point without going into
unnecessary details.
Another important element to remember is to remain professional. )#en if you
are writing a complaint letter" remain polite and courteous" simply state the
problem(s along with any other rele#ant information and be sure to a#oid
threats and slander.
Business )mail Writing
!he following are some tips to help you when you are writing business letters
through email.
/ A heading is not necessary in an email (your return address" their address" and the
date.
/ 0se a descripti#e sub+ect line.
/ A#oid using an inappropriate or silly email address1 register a professional sounding
address if you don-t ha#e one.
/ 0se simple formatting" keep e#erything flush with the left margin1 a#oid special
formatting and tabs.
/ 2eep your letter formal" +ust because it-s an email instead of a hard copy is no e'cuse
for informality (don-t forget to use spell check and proper grammar.
/ !ry to keep your letter less than $3 characters wide" some email readers will create
line breaks on anything longer and ruin the formatting.
/ If possible" a#oid attachments unless the recipient has re4uested or is e'pecting an
attachment. If it is a te't document" simply cut and paste the te't below your letter and
strip out any special formatting.
/ If the person-s name is unknown" address the person-s title e.g. ,ear ,irector of
Human 5esources.
5eturn Address Line ( (
5eturn Address Line 6
,ate (7onth ,ay" 8ear 6
7r.97rs.97s.9,r. :ull name of recipient. ;
!itle9Position of 5ecipient.
<ompany =ame
5ecipient-s Address Line (
5ecipient-s Address Line 6
,ear 7s.97rs.97r. Last =ame> ?
@ub+ect> !itle of @ub+ect %
Body Paragraph
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Body Paragraph
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Body Paragraph
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. . . . . . . . . . . . . . . . . . . . . . . . . . A
<losing (@incerely..." B
@ignature $
8our =ame (Printed C
8our !itle
)nclosures (6 (3
!ypist-s Initials ((
!he block format is the simplest format1 all of the writing is flush against the
left margin. ( Dther Business Letter :ormats
With all business letters" use (& margins on all four sides.
( 8our Address
!he return address of the sender so the recipient can easily find out where to
send a reply to. @kip a line between your address and the date. (=ot needed if
the letter is printed on paper with the company letterhead already on it.
6 ,ate
Put the date on which the letter was written in the format 7onth ,ay 8ear i.e.
August ;3" 633;. @kip a line between the date and the inside address (some
people skip ; or ? lines after the date.
; Inside Address
!he address of the person you are writing to along with the name of the
recipient" their title and company name" if you are not sure who the letter
should be addressed to either lea#e it blank" but try to put in a title" i.e.
&,irector of Human 5esources&. @kip a line between the date and the
salutation.
? @alutation
,ear 7s.97rs.97r. Last =ame>" ,ear ,irector of ,epartment =ame> or !o
Whom It 7ay <oncern> if recipient-s name is unknown. =ote that there is a
colon after the salutation. @kip a line between the salutation and the sub+ect
line or body.
% @ub+ect Line (optional
7akes it easier for the recipient to find out what the letter is about. @kip a line
between the sub+ect line and the body.
A Body
!he body is where you write the content of the letter1 the paragraphs should be
single spaced with a skipped line between each paragraph. @kip a line between
the end of the body and the closing.
B <losing
Let-s the reader know that you are finished with your letter1 usually ends with
@incerely" @incerely yours" !hank you" and so on. =ote that there is a comma
after the end of the closing and only the first word in the closing is capitaliEed.
@kip ;.? lines between the closing and the printed name" so that there is room
for the signature.
$ @ignature
8our signature will go in this section" usually signed in black or blue ink with a
pen.
C Printed =ame
!he printed #ersion of your name" and if desired you can put your title or
position on the line underneath it. @kip a line between the printed name and the
enclosure.
(3 )nclosure
If letter contains other document other than the letter itself your letter will
include the word &)nclosure.& If there is more than one you would type"
&)nclosures (F& with the F being the number of other documents enclosed" not
including the letter itself.
(( 5eference Initials
If someone other than yourself typed the letter you will include your initials in
capital letters followed by the typist-s initials in lower case in the following
format1 A*9gs or A*>gs.
And finally a sample for you all to refer to .
@ample Business Letter
;%(C :ront @treet
7ount <elebres" <A A%6$A
Dctober %" 633?
7s. Betty Gohnson
Accounts Payable
!he <ooking @tore
BA% Berliner PlaEa
Industrial Point" <A A$%;?
,ear 7s. Gohnson>
It has come to my attention that your company" !he <ooking @tore has been
late with paying their in#oices for the past three months.
In order to encourage our customers to pay for their in#oices before the due
date" we ha#e implemented a discount model where we-ll gi#e you 6H off your
in#oice if you pay us within (3 days of recei#ing the in#oice.
I hope that e#erything is going well for you and your company. 8ou are one of
our biggest customers" and we appreciate your business. If you ha#e any
4uestions" feel free to contact me at (%%% %%%.%%%%.
@incerely"
@ignature
Bob Powers
Accounts 5ecei#able