Writing a Business Letter

A Guide for Writing a Basic Business Letter.

1. Sender’s address:
   
   Leave 2 blank lines from the top, and then write the sender’s address, telephone numbers and email ID (Where I say sender‘s address and telephone numbers, you will probably need to give your address and phone number. Ofcourse, I am assuming that you are the person sending the business letter.)
   
   However, if you are using the company letterhead that already has these details, then you don’t need to write them here.
   
   
2. Date:
   
   Leave a blank line after the sender‘s address, and then write the date.
   
   You can write the date as 10 December 2008 or December 10, 2008.
   
   A business letter is a formal document, so the months must be written in full. So, write December, and not Dec.
   


3. Recipient’s address:
   
   Leave 2 blank lines after the sender's address, and write the name, designation, and address of the person to whom you are sending the letter.
   
   If you are writing to a man, address him as Mr. X. If you are writing to a woman, address her as Ms. X.
   
   You can also address a woman as Mrs. or Miss, but use it only if you know that this is how she likes to be addressed. If there is any doubt, it is best to put Ms. before the name.
   


4. Salutation:
   
   Leave a blank line and then write the salutation. For example, Dear Mr. Chang.
   
   If you are on familiar terms with the person, you can also address them by their first name. For example, Dear James.
   
   Always put a colon after the salutation. For example,
   
   Dear Mr. Chang:
   
   Dear James:
   


5. Body:
   
   Leave another blank line and then write the body of the business letter.
   
   Divide it into 3 or 4 short paragraphs that explain why you are writing the business letter.
   
   Keep it brief and to the point.
   


6. Complimentary Close:
   
   Leave 3 blank lines after the body and close the business letter with a complimentary close.
   
   
   Capitalize the first word of the complimentary close and put a comma at the end. For example,
   
   
   Yours sincerely,
   
   
   Sincerely,
   
   
   Best regards, (This is slightly informal, so use it if you know the person well.)
   


7. Sender’s name, designation, and signature:
   
   Leave 3 blank lines after the complimentary close and write the sender’s name and designation.
   
   
   The sender’s signature comes above the name.
   


8. Reference Initials:
   
   These are the initials of the person typing the letter.
   
   This is optional, and normally required if someone else has typed the letter, for example, a secretary.
   
   Leave a blank line after the sender’s name and designation, and then write the typist’s initials in capital or small letters.
   
   For example, if Jane Wang has typed the business letter, the reference initials can be written as JW or jw.
   


9. Enclosure:
   
   Include this if you need to send some documents along with the business letter.
   
   Put a blank line after the reference initials, or the sender’s name and designation and write Enclosure.
   
   You can either write the number of documents, or list their names. For example,
   
   Enclosure: 1 or Enclosure: Application form
   
   If you are including more than one document, write Enclosures.