3. Nuts and Bolts of a Letter
•Letterhead 1/5-1/6 of space for this
Company Name
Company Address
Phone, fax, telex & email
Some have ‘our ref’ and ‘your ref’ with
initial of the writer or a file number
will be given as a reference.
4. Date
• Commence two spaces below last line of
Letterhead
• Month /Date/Year or Date/Month/Year
• August 02, 2012 or 02 August 2012
Note no 3rd, 2nd !
Address traditionally is on the left hand side, but
increasingly you will see it centered or right
justified.
6. As shown in Address
Ave. / St./Pl./La.
Ms. Vidya Bhandarker
314 Lawley St.
Waterkloof, Pretoria 0181
South Africa
Ms. Vidya Bhandarker
435 Stanton Place
Alexandria, VA 22304
USA
Ms. Vidya Bhandarker
314 Merida Ave.
Fort Worth, Texas
7. Attention
Two spaces below: Inside Address
Important to identify :
Person/Title/Department/Organization
Attention: /Attn: Sales Executive, DCP Systems
8. Salutation
• Two spaces below Attention:
Left hand side
Dear/Respected/Crisp Mr. Dr. Ms. etc.
9. Subject: Common to India
• Between Inside Address and Salutation
• Or between Salutation and Body of the letter
Depends on the organization. If you have both
Attention and Subject then :
Attention: Senior Communications Officer
Dear Sir
SUBJECT: CIRCULATION OF SPOORTHY
10. Introduction/Body/Future
Action/Closing
• Acknowledge previous correspondence
• Or provide an intro to the matter being
discussed:
– Thank you for your letter of _____
– We have received you order number
11. Salutation and Complimentary Close
should match
Two spaces below the one line of Closing
• Dear Sir= Yours Faithfully
• Respected: Sincerely
Five spaces for signature
Then name of writer, designation, Dept and
Organization
12. Enclosures; CC; bcc:
Enc:Two spaces below the last line of
designation of writer
CC:
Two Spaces followed by name of recipient of the
copy.
Bcc: and name of the person you are sending
the blind copy to
13. More than one Page?
Make sure you numbering commences from
page two
Format: Ms. Vidya -2- 26 August 2012
Or
2
26 August 2012
Addressee Name
