Layout Of Letter :
- Letter Head
This is the writer’s full address. Business letters usually have preprinted, letterhead stationary which contains this information. That heading usually consists of a name and an address, and a logo or corporate design, and sometimes a background pattern An address heading is optional for informal letters.
- Date Line
This is the month, day and year that the letter is written on. The date line appears two or three lines below the letterhead (or as many as six or seven lines below if the letter is short). If no letterhead is used, the date line appears directly underneath the return address. The date line should never extend into either margin
3. 3. Reference Line
Reference lines should be used when the letter refers to several
invoices, letters, or telephone conversations. They eliminate the need to
include such information in the opening paragraph. Reference lines or
blocks appear immediately below or two lines below the date line, depending
upon company preference. They can begin with RE or References. If several references
are listed, each may be preceded by a number or letter identifier to facilitate
ease of referral (by number or letter) within the body of the document. In
documents of multiple pages, reference lines may appear under the date in the
heading of all pages.]
- Inside Address
The recipient’s full name and address. Generally, informal letters do not include an inside address. This is the address you are sending your letter to. Make it as complete as possible. Include titles, names, and routing information if you know them.This is always on the left margin. Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.
- Attention Line
With formal letters, the "Attention: [full name of recipient]" is placed two spaces below the inside address. The attention line in a business letter is an element whose conventions are often misunderstood or unknown when the writer is drafting the letter. Although it is a single formality in light of the entire document, the incorrect format can lead to confusion by the recipient or undercut the sender’s professional appearance. - Salutation
Also known as the “salutation,” this is the introductory phrase, “Dear [name of recipient].” Either a comma or a colon can be used at the end of this phrase. Today, a comma is more extensively used, with the exception of the use of a title only, not a proper name. (i.e. “Dear Member:”). In this case, the use of a colon would be more appropriate.
- Subject line
A word or phrase to indicate the main subject of the letter, which is preceded by the word “Subject:” or “Re:” (Latin for “matter”). Subject lines may be emphasized by underlining, using bold font, or all capital letters. They can be alternatively located directly after the "inside address," before the "greeting." Informal or social letters rarely include a subject line.
- Body Of The Letter
The complete text of the letter; the subject matter content. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.
- Complimentary Close
This is the farewell phrase or word that precedes the signature and is followed by a comma. Closing should reflect a type of farewell or goodbye as writer signs off. Examples: “Yours truly,” “Sincerely yours,” “Regards,” etc.
*Note: "Thank you," is not considered an appropriate closing for a formal or business letter.
- Signature
The signed name of the writer. Formal or business letters include the full name of the writer printed below the signed name and most often include the writer’s title and/or professional designations.
- Enclosures
An enclosure notation reminds readers of enclosures and appears directly under reference initials. The following are examples of enclosure notation forms
Items "enclosed" but
separately sent should be indicated as follows:
Enclosures
1. Invoice 6234-44
1. Invoice 6234-44
Sent separately
2. Letter of authorization
3. Price list
2. Letter of authorization
3. Price list
- Carbon Copy Notation
Part of a formal or business letter consisting of brief words or abbreviations as notations.
Examples:
“R.S.V.P.” (Répondez s’il vous plaît) - French for “Please reply.”
The use of this notation indicates that the writer expects the recipient to contact the writer with a “yes” or “no” response to the invitation extended in the body of the letter. Often a corresponding address and/or phone number is printed directly below this notation.
“cc:” (carbon copy) - These initials are followed by a name or column of names, indicating those people to whom a copy of the letter is being sent to. (One-sided inked carbon paper slipped between two pieces of paper was once the method used for duplicating copies of correspondence, hence use of the word "carbon" in this notation).
“encl.” (enclosure) - Indicates that something else accompanying the letter is enclosed.
“PL/rm” (initials of persons) - Indicates that a person typed or even composed a letter on behalf of someone else. The capitalized initials are those of the sender of the letter (Paul Lazarman). The lower-case initials are those of the person who typed or composed the letter (Rachel McDonald) on behalf of the sender. The most common use for this notation is for situations where an administrative assistant composed and/or typed the final version of a letter that was dictated by his/her boss.
“R.S.V.P.” (Répondez s’il vous plaît) - French for “Please reply.”
The use of this notation indicates that the writer expects the recipient to contact the writer with a “yes” or “no” response to the invitation extended in the body of the letter. Often a corresponding address and/or phone number is printed directly below this notation.
“cc:” (carbon copy) - These initials are followed by a name or column of names, indicating those people to whom a copy of the letter is being sent to. (One-sided inked carbon paper slipped between two pieces of paper was once the method used for duplicating copies of correspondence, hence use of the word "carbon" in this notation).
“encl.” (enclosure) - Indicates that something else accompanying the letter is enclosed.
“PL/rm” (initials of persons) - Indicates that a person typed or even composed a letter on behalf of someone else. The capitalized initials are those of the sender of the letter (Paul Lazarman). The lower-case initials are those of the person who typed or composed the letter (Rachel McDonald) on behalf of the sender. The most common use for this notation is for situations where an administrative assistant composed and/or typed the final version of a letter that was dictated by his/her boss.
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