Complimentary Close – This is the part where Business Letter Example the author should signal the ending of the letter. Among the suggested closings are: “Very truly yours,” “Very sincerely yours,” and “Very respectfully yours.
Signature Block – Your name and position are on this part.
Reference Initial – Any of the writer, dictator, or encoder of the letter should be mentioned using an acronym, initial or code.
EFFECTIVE BUSINESS LETTER
Courtesy Copies – These are the secondary recipients of the letter.
Enclosure Notation – This reminds the recipient about the attachment/s to the letter.
Postcript (PS Notation) – Important details are stressed here, calling the recipient’s attention. This is usually found on a sales or marketing letter.
Through Line – “This part appears in the letter if the sender is a subordinate who writes to a person higher in position than his immediate superior. It is a protocol that communications should pass through channels.”
Notes on Salutation: Syntax Training founder Lynn Gaertner-Johnston shares the following tips when greeting your letter’s recipient:
TITLE OF BUSINESS LETTER
Use the title Ms. if you are unsure of what the person prefers between Mrs. and Ms.
Use two names in the salutation when there are two recipients, like this:
Dear Mr. Lodge and Ms. Cooper: or Dear Maine and Thomas:
Titles Mr., Ms., Mrs., and Dr. do not have to be spelled out. But do spell out titles like these: “Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge”
If unsure of a person’s gender, you may use the full name rather than a title:
Dear Lea Swift: / Dear Ed Green:
DRAFTING OF BUSINESS LETTER
Avoid “To whom it may concern.” Instead, choose the job title or a generic greeting: If you are writing to a company rather than any specific individual, Business letter Format use the company name: Dear Trex Printing: As for the format of a business letter, the University of Wisconsin – Madison identifies two basic formats for a letter:
The Block Form – All the parts are indented to the left
The Indented Form – The return address, date, closing, and signature of the author are indented to the right and the rest to the left
Below are samples of business letters.
Complaint Letter / Personal, no letterhead needed: From Georgia’s Office of Consumer Protection
Your city, state, zip code
Name of contact person (if available)
Title (if available)
Consumer Complaint Division (if there is no contact person)
City, state, zip code
Account number or other reference to your complaint
EFFECTIVE March 2017 Calendar