A return address (letterhead or your name and address), a date, an inside address (receiver's name and address), a greeting, body paragraphs, and a close are required for most business letters. Some letters may be one-sided. That is, they will only contain text on one side.
Every letter should include a subject line that identifies the topic being discussed. The subject line should not be longer than necessary because any extra words in the body of the letter detract from its readability.
When writing a business letter it is important to be accurate and concise. Try not to use long sentences or fill up the page with unnecessary details. Such letters are harder to read and less effective than those that are clear and to the point.
Have a look at our Business Letters tutorial for some helpful tips on creating letters that get replies.
The following sections should be included in a properly prepared business letter:
A business letter's structure
The title, date, recipient's address, greeting, body, complementary close, and signature are the seven components of a business letter.
A business letter has the following components:
The title and the date are the two most important parts of a business letter. The internal address of the company should be used on all letters, unless you have a specific reason not to. An external address can also be used if you send the letter through the postal service.
The body of the letter is where you tell readers why they should do business with you instead of your competitors. The body of the letter must be concise and to the point. If you want to sell your product or service, then you should include relevant information about it including its advantages over its competition. Readers like to know what to expect if they decide to work with you rather than your competitors. The body of the letter should be free of spelling and grammatical errors because these will only hurt your reputation.
The conclusion wraps up the main idea of the letter and gives readers a clear understanding of who you are and what you offer them. You should use simple language in the conclusion section because it is important for readers to understand your message clearly.
What Are the Seven Essential Elements of a Business Letter?
The title, date, recipient's address, greeting, body, complementary close, and signature are the seven components of a business letter. A formal letter is more likely to contain these components than is a social note. Formatting and content are also important factors in determining how a letter is viewed.
When writing a letter it is important to identify all the parts of the letter. These parts include the subject, sender, recipient, date, opening paragraph, main body, closing paragraph, and signature. Knowing how to write each of these elements will help you create a successful letter.
The title is the first thing readers see when looking at a letter page. It should be clear and concise but also give some information about the contents of the letter. For example, "Re: Your request for assistance" gives enough information for someone reading the letter to know that they are dealing with a communication from beyond prison walls and also what kind of assistance is being requested. The title should be written in the first person as well so "You" not "One" can understand who is receiving the letter.
The date should always be included on letters sent through the mail. If sending email, it is acceptable to leave this out since everyone has an email address.