2. Definition: A business letter is usually used when writing from one
company to another, or for communication between organizations and
their customers, clients and other external parties. The overall style of
letter will depend on the relationship between the parties concerned.
There are many reasons to write a business letter. It could be to
request direct information or action from another party, to order
supplies from a supplier, to identify a mistake that was committed, to
reply directly to a request, to apologize for a wrong or simply to convey
goodwill. Even today, the business letter is still very useful because it
produces a permanent record, is confidential, formal and delivers
persuasive, well-considered messages
3. Parts of a business
letter:
• letterhead (or senders
address for plain paper),
• date,
• inside address,
• reference line (if applicable)
• salutation,
• body,
• complimentary close
• signature
• name of sender printed or
typed
• enclosures listed (if
applicable)
5. •
Block Letter Format: The common block letter format is formatted
with all of your text flush with the left margin. Paragraphs are doubled
spaced and all line text single spaced. The margins are a standard
word processor setting of one inch. (see the image of Block Letter
Format).
• Modified Block format: A modified block style is a format for a
business letter. The date and the signature are centered.All
paragraphs are not indented. All text is aligned to the margin on the
left side of paper.
• Semi-block Letter Format: For the semi-block, the only difference
between the semi and alternative block is as opposed to have the
body text justified left, the first line of each paragraph is indented.
9. Notes and Tips
When writing business letters, you must pay special attention to the
format and font used.
Punctuation after the salutation and closing - use a colon (:) after the
salutation (never a comma) and a comma (,) after the closing.
• Try to keep your letters to one page.
• Use letterhead only for the first page. Just use a blank sheet
of paper for continuation pages.
• You have some freedom in how many blank lines to use
between blocks and in the margin sizes in order to fit a letter
onto a single page.
• Not all letters need every block identified in this article. If you
leave one out, do not leave blank lines where the blocks
would have been.
10. Notes and Tips
When writing business letters, you must pay special attention to the
format and font used.
Punctuation after the salutation and closing - use a colon (:) after the
salutation (never a comma) and a comma (,) after the closing.
• Try to keep your letters to one page.
• Use letterhead only for the first page. Just use a blank sheet
of paper for continuation pages.
• You have some freedom in how many blank lines to use
between blocks and in the margin sizes in order to fit a letter
onto a single page.
• Not all letters need every block identified in this article. If you
leave one out, do not leave blank lines where the blocks
would have been.
