Writing a business letter in formal format is a fundamental requirement if one expects to receive prompt and rewarding attention. The general format of a business letter includes these letter parts given in the table below. Click the term of the letter parts on the table, then you can find the relevant explanation and sample. Many letter parts are mandatory, but some are optional according to a company's policy. In addition, several letter styles are also observed. For easy application, Full-Block and Semi-Block letter styles are described and relevant samples are displayed. Requirements for a standard envelope are described and the samples are attached for your reference.
I. Parts of a Business Letter include the followings:
II. Style of a Letter
The style of a letter to be used in this course is the Full-Block Style. A Full-Block Style types all parts of the letter beginning on the left margin without any indentation. It makes the letter look neat and clean. In addition, this style is easy to use, since it does not involve any variations of the style.
However, some companies may prefer the Semi-Block style because it requires certain variations of the style to give extra class to the appearance of the letter. The Semi-Block Style indents the date line and closing. Additionally, the subject line and each paragraph in the body of the letter are also indented. This is done to draw the reader's attention to the main issues raised in the letter.
III. Envelopes and Letter Delivery
The company will provide the envelopes in the same fashion as the letterhead on the letter sheets. The return address is printed on the upper left corner of the envelope and this may even include the company logo. If the letter has any special notation such as PERSONAL or CONFIDENTIAL, type it in full capitals three lines below the last line of the return address.
The stamps should be placed on the upper right corner of the envelope. If the letter is sent by any special way such as AIRMAIL, REGISTERED MAIL, SPECIAL DELIVERY, etc., it should be noted in full capitals below the postage stamps.
The mailing address (the inside address) is typed in the middle of the envelope. If the inside address has an attention line, the address on the envelope must also have one. The attention line is typed between the company name and the street name. Capitalize company names, personal names, and address.
All letters are neatly typed on A-4 size papers. To mail the letter, fold the page into three parts. Fold the letter with the message inside and with the blank reverse-side page facing the reader. Seal the envelope and mail the letter.