Letter Layout

A business letter style usually consists of

the following elements:

1. Letterhead (1) 1. the name and address of a person,

It includes your name, address, telephone number, company or organization printed at

fax number, e-mail address, web address. the top of the writing paper

1. Dateline
2. Name and address of the recipient

You can also add job title if necessary. Doublecheck (2) 2. check for a second time or with

that you have the correct spelling of the recipient’s great care

name.

1. Salutations (3) 3. the words that are used in a letter

The type of salutation depends on your relationship to address the person you are

with the recipient. Try to personalize your letter, writing to, for example “Dear Sir”

avoid (4) the “dear sir/madam” salutation. 4. try not to do something

1. Communication

A number of paragraphs, where you give the reason of

your writing, all those facts and information which

represent the matter of your writing. Each paragraph

deals with one point only.

1. Closing

It’s a polite way to finish your letter using standard and

formal phrases. Don’t use familiar (5) closing if your 5. very informal, sometimes in a

reader doesn’t know you well. way that is unpleasant

1. Signature

The signature should be clear and legible (6), it shows 6. clear enough to read

You are interested in the letter and the recipient.

It should also be followed by your name printed.

1. Enclosures (7) 7. other documents that are placed

If you attach (8) other material to the letter, put the in an envelope with a letter

words “Enclosure”, “enc.”, or “encl.”, two lines 8. fasten or join

below your signature.