Letter writing is an essential skill. Despite the
prevalence of emails and text messages,
everyone has to write letters at some point.
Letters of complaint, job applications, thank
you letters, letters requesting changes or
Business letters are sometimes called "snailmail" (in contrast to email which is faster).
Letters are written from a person/group,
known as the sender to a person/group,
known in business as the recipient.
Business people also read letters on a daily
to express thanks
to recommend to
to reject a proposal
to introduce a person
to invite or welcome
to follow up
to formalize decisions
Use A4 paper or letterhead
Use 2.5 cm or 1 inch margins on all four sides
Use a simple font such as Times New Roman ,Arial
or Book Antique
Use 10 to 12 point font
Use a comma after the salutation (Dear Mr,)
Lay out the letter so that it fits the paper
Business Letter Formats
Single space within paragraphs
Double space between paragraphs
Double space between last sentence and closing
(Sincerely, Best wishes)
Leave three to fives spaces for a handwritten
cc: (meaning "copies to") comes after the typed name
enc: (meaning "enclosure") comes next (if necessary)
Fold in three (horizontally) before placing in the
It is best to type an envelope for a business
There are two formats of Business Letters
Full Block Letters
A business letter is not a place for chit-chat. A
business letter should be clear and concise. By
taking time to plan your letter, you will save
time in the writing and proofreading stages.
During the planning stage, ask yourself a few
simple questions. Jot down your answers to
create an outline before you start writing.
The main reason for the letter should be
understood from the subject line and first few
sentences. You may cover more than one thing
in one business letter, but there will almost
always be a general reason for the letter.
Identify your main goal and what you hope to
The term "business letter" makes people
nervous. Many people worry that their writing
is not advanced enough for business writing.
This is not the case. An effective letter in
business uses short, simple sentences and
straightforward vocabulary. The easier a letter
is to read, the better it is.
Following, may be the parts of Letters but not all letters have same requirements.
Reference Line or Block
Text or Body
Courtesy Copy/ Carbon Copy
Business letterheads provide the name, address, and
phone number of the organization sending the letter.
The letterhead may also include the company logo and
The date line-
The date line is placed two or three lines below the
letterhead (or as many as six lines, if the letter is short).
If no letterhead is used, the date line is directly beneath
the return address.
Reference Line or Block—
Reference lines or blocks are one or two lines below
the date line. Reference lines are usually aligned with
the date. They can begin with RE or Reference.
Sometimes a lead-in is needed to clarify the reference.
Special Notations—Special notations appear two
lines below the date or reference line. Capital letters
are used to make the note more visible.
Inside Address—The inside address appears below
the date or reference line.(It's the name and address
of the person the letter is sent to, just like the one you
put on the outside of the envelope.)
Salutation— The salutation appears two spaces
below the inside address and usually begins with
Dear followed by the title and name of the addressee.
In standard style punctuation, a colon (formal letters)
or comma (informal letters) follows the salutation.
Subject Line—Subject lines define the subject of
the letter. They appear two lines below the salutation
and two lines above the first line of the text. Subject
lines are emphasized by using boldface type,
underlining, or all capitals.
Text or Body- Text is usually single-spaced with
one blank line between paragraphs. (Most of Business
letters written in three Paragraphs but some times it
extends to many pages)
Complimentary Closing—The complimentary
closing appears two lines below the last line of text
and is right of center. (eg: Sincerely, Regards etc….)
Signature Block—The signature block is four or
five lines below the complimentary closing and is
right of center. The signature block contains the
handwritten signature of the writer, the full typed
name of the writer, and the title of the writer.
Reference Initials—Reference initials (the
writer's initials and the secretary's/typists' initials) are
two lines below the last line of the signature block
and flush with the left margin.
Enclosure Notation— Enclosure notations
remind readers that one or more enclosures are
included. These notations appear directly under the
Courtesy Copy Notation (CC)— Courtesy
copy notations, which show the distribution of the
letter, are two lines below the enclosure notations and
flush left.(its also known as Carbon Copy)
Postscripts- Postscripts may be used as additions
to a letter after it has been typed or to emphasize
items, it comes below CC: (Eg: PS or PSS: reply us
as soon as possible)
All letters must have following Parts:
Second & Third Paragraph
First and foremost, make sure that you spell
the recipient's name correctly. You should also
confirm the gender and proper title. Use Ms.
for women and Mr. for men.
Here are some common ways to address the recipient:
Dear Mr Ayaan,
Dear Ms Sara,
Dear Sir or Madam
In most types of business letter it is common to use a
friendly greeting in the first sentence of the letter.
Here are some examples:
Thank you for your kind letter of January 5th.
I came across an ad for your company in The Dawn.
It was a pleasure meeting you at the conference this
I'm writing to enquire about...
I'm interested in the job opening posted on your
Use a few short paragraphs to go into greater
detail about your main point. If one paragraph
is all you need, don't write an extra paragraph
just to make your letter look longer. If you are
including sensitive material, such as rejecting
an offer or informing an employee of a layoff
period, embed this sentence in the second
paragraph rather than opening with it.
Your last paragraph should include requests,
reminders, and notes on enclosures. If necessary,
your contact information should also be in this
Please respond at your earliest convenience.
I look forward to...
If you require more information...
Thank you for taking this into consideration.
I appreciate any feedback you may have.
Enclosed you will find...
Feel free to contact me by phone or email.
Here are some common ways to close a
Best of luck
Warm regards, Witing}
"Proofread" means to read a text carefully to check it
for errors and general tone. You should always
proofread a business letter before sending it.
Classifications of business letters
▪ Letters responding favorably to a writer’s request or complaint
▪ Sales letters promoting a product
▪ Letters requesting information about a Something, placing an order,
or responding to some action or question
▪ Refusing a request, saying no to an adjustment, etc.
Inquiry Letters: Inquiry letters ask for
information about something.
Special Request Letters: State who you are and
why you are writing, Indicate clearly your reason for
requesting the information. Make your questions
easy to answer and separate them clearly.
Sales Letters: Identify and limit your
audience ,Use reader psychology.
Customer Relations Letters:
Deal explicitly with establishing and
maintaining friendly work relations. Send
readers good news or bad news,
acceptances or refusals
Being Direct or Indirect:
Good news message
Use the direct approach
Start your letter with the news the reader wants to hear
▪ Don’t postpone the opportunity to put your reader in the right frame of mind
Then provide any relevant supporting details, explanations, or
Bad news message
Use the indirect approach
Start your letter with pleasant, positive words designed to put your
reader in a good frame of mind
Explain the situation
End on a positive, upbeat note
Follow-Up Letters: A follow-up letter is a
combination thank you note and Some times Inquiry.
Never send a nasty letter
Avoid the following
Unflattering clip art
Intimidating type fonts (e.g., all capital letters)
Special thanks to: