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LECTURE No.

4
BUSINESS LETTERS

PARTS OF BUSINESS LETTER

A Business letter may be divided into the


following parts:
Heading
Inside address
Subject line
Salutation
Body of the letter / Text
Complimentary close
Signature
Reference section

PARTS OF BUSINESS LETTER


If necessary, following additional parts may be used

Attention subject
Reference or file number
Enclosure
Carbon copy (c.c)
Mailing mode
Postscript (P.S)

PARTS OF BUSINESS LETTER


The Heading
The heading is the name and address of the firm
sending the letter. Sometimes the company may
give its little introduction such as importers,
exporters, dealers, suppliers, and
manufacturers; it may contain telephone and
telex number.

PARTS OF BUSINESS LETTER


Inside Address
The address of the person you are written to
along with the name of recipient their title and
company name. If you are not sure who the
letter should be addressed to either leaves in
blank, but try to put in a title. i.e. Director of
Human Resources, Skip a line between the
date and the salutation.

PARTS OF BUSINESS LETTER


Subject Line
Makes it easier for the recipient to find out what
the letter is about. Skip a line between the
subject line and the body.

PARTS OF BUSINESS LETTER


Salutation
Dear Ms. /Mr. / Mrs. Last name; Dear Director of
Department Name: or To Whom It May Concern:
If recipients name is UN known. Note that there
is a colon after salutation. Skip line between the
salutation and the subject line or body.

PARTS OF BUSINESS LETTER


Body of the letter / Text
The body is where your write the content of the
letter; the paragraphs should be single spaced
with a skipped line between each paragraph.
Skip a line between the end of the body and the
closing.

PARTS OF BUSINESS LETTER


Complementary Close
In business letters you may use the following complimentary closes.

Sincerely
Yours Sincerely
Sincerely yours
Very sincerely youre
Cordially
Yours cordially
Cordially yours
Your very cordially
When I can help again
Best regards
Any time

Truly
Yours truly
truly yours
Very truly yours
Respectfully
yours respectfully
respectfully yours
yours very respectfully

Note: a comma may or may not follow the complimentary close depending upon the
format of the letter.

PARTS OF BUSINESS LETTER


Signature
After complimentary close sender has to sign
the letter to authentic the matter of concern.

PARTS OF BUSINESS LETTER


Reference Section

This section includes the initials of the dictator of the message


and the typist. It appears flush with the left margin one or two
lines below the last line of signature area.
Examples are:
MNY : QR
N.M. Younus: qr
NMY : qr
nmy: qr
n.m. Younus: QR