BUSINESS LETTER: ELEMENTS AND STRUCTURE (LAYOUT)

   ESSENTIALS OF A BUSINESS LETTER

PARTS OF A BUSINESS LETTER

ELEMENTS OF A BUSINESS LETTER

A letter is a written document that is used for various purposes in an organization hence it should be written with great care. We should understand the various parts (essentials/elements) and their importance in a letter. A letter must have the following parts-

1. Heading/ letterhead
2. Reference number
3. Date
4. Inside address
5. Subject
6. Salutation
7. Body
8. Complimentary close
9. Signature block
10. Enclosure 

1.      The Heading –

It is the first part of a letter which is written at the top center place. It consists of the name and address of a writer's company, telephone number, the telegraphic address, monogram of a company, slogan, and any other basic information. 

2.      Reference –

It is the second part of a formal business or government letter. it is aslo name as lidentity number of a letter. In a large organization where innumerable letters are sent out or received every day, it is essential to give a reference number to each and every letter so that reference can be located whenever need.

3.      Date –

In a business letter, the date is written on the right-hand side in the same line of reference number just below the heading. The business letter must contain the date on which it is written. We can write dates in either of the two ways-

i. British style – 25th September 2008

ii. American style – September 25, 20

     4. The Inside Address –

The inside address consists of the designation of the receiver and address of the receiver's company. The inside address is very useful for future reference.

5.      The Subject Line –

The subject line is generally placed between the inside address and the salutation. It should be bold and underlined. It helps the reader to get an idea about the content of the letter.

6.      The Salutation –

The salutation is the greeting by the writer for a reader. It is written before the body of the letter. The salutation should be typed one or two spaces below the inside address. The form of salutation depends upon the personal/professional relations between the writer and the addressee. Example-

i. Dear Sir/ma’am - (most Common)

ii. Dear Sir/Ma’am - (Firms & Companies)

iii. Respected Sir/Ma’am – (senoirs)

iv. My Dear – (Intimate Friend)

v. Sir/Ma’am - (Formal Greeting)

7.      The Body of letter-

The body is the most important part of the letter. Usually, the body of the letter is divided into three paragraphs/parts. The length of the paragraph and the number of the paragraphs may vary depending upon the purpose of the letter. 

                           i.          The Opening Paragraph -

The opening paragraph is very short. It contains references as well as a statement of the problem (why the letter has been written?). The main object of the opening paragraph is to get the favorable attention of the reader.

                          ii.          The Middle part –

In this part, the main subject is discussed in detail. Depending upon the subject matter tthe middle part may have one or more paragraphs. The main paragraph should be attractive, brief, simple, to the point, and courteous. While writing the main part, emember the seven 'Cs' of communication (clarity, completeness, correctness, conciseness, courtesy, concreteness, and consideration).

                         iii.        The Closing Paragraph –

In this paragraph, the letter is concluded. It may consist of the desire of an action seeking by the writer and the thank note.

8.      The Complimentary Close –

The complimentary close is a kind of courteous leave-taking or farewell in a business letter. It is written after the body of the letter is completed.

Ex:-

i. Salutation Complimentary close

ii. Respected Sir Respectfully Yours,

iii. Dear Sir / Madam Your faithfully,

iv. Dear Gentleman Truly Yours

v. Dear Shri Sincerely Yours,

vi. My Dear Truly Yours,

9.      The Signature block –

The signature comes below the complimentary close. It should be written by hand and should be legible. It contains three things-

i. signature,

ii. name of sender in capital

iii. designation (post) of the sender.

10.      Enclosure –

Enclosure is that part of letter that has the description of any attachemnt of any document along with the letter. in the letter is called enclosure. the enclosed document may be a receipt, cheque, document, price list, etc. It is mentioned just below the signature block, the writer should mention the number and title of the attached documents.

     11.  Cc -

         Cc is an abbreviation for carbon copy. It is written before the name of someone who will receive a            copy. 

    12. Post Script-

      Post Script is an extra message added at the end of a letter.

    13. Superscription-

     A superscript is written on the envelope. Superscript includes the name and address of the receiver.         This superscript helps the deliveryman to deliver the letter at the right place. 

STRUCTURE/LAYOUT OF BUSINESS LETTER:

A business letter should have a layout that impresses the reader. It is said that the first impression is the last impression. It may be said that appearances are deceptive but in daily affairs. Everyone is attracted by a good, presentable appearance. The impression created by the personality is undoubtedly important in a world, where there is a competition.

We know that a business letter  represents a firm/organization just like a salesman. If poorly dressed, having unshaven, shabbily combed, unpolished shoes & having no idea of etiquettes, the salesperson will create a poor impression about the firm. Same way, a unpleasant appearance of a letter fails to put an impression on reader. So letter should pay attention on its layout.

Every business organization can choose their own layout, but the differences in a layout are not as many as their similarities. The following is a very common layout of a business letter in block format. nowadays, block format is in trend in the business sector.