Business letter
Encyclopedia
A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such 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 in our modern days, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-consdered messages.
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For letters that are a full page or longer, top and bottom margins are likewise one inch (approx. 2.5 cm).
For letters shorter than a full page, the text is centered vertically so that the top and bottom margins match.
/greeting is generally followed by a comma
, although in the United States a colon
is often preferred. The valediction
/closing is followed by a comma
.
3) parts and paragraphs are separated by double or triple spacing of the doing so. "what is this?"
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General Format
There are two main styles of business letters:- Full block style: Align all elements on the left margin.
- Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.
Margins
In general, left and right margins are one inch (approx. 2.5 cm).For letters that are a full page or longer, top and bottom margins are likewise one inch (approx. 2.5 cm).
For letters shorter than a full page, the text is centered vertically so that the top and bottom margins match.
Font Formatting
No special character or font formatting is used, except for the subject line, which is usually underlined.Punctuation
The salutationSalutation
A salutation is a greeting used in a letter or other written communication, such as an email. Salutations can be formal or informal. The most common form of salutation in a letter is Dear followed by the recipient's given name or title...
/greeting is generally followed by a comma
Comma
A comma is a type of punctuation mark . The word comes from the Greek komma , which means something cut off or a short clause.Comma may also refer to:* Comma , a type of interval in music theory...
, although in the United States a colon
Colon (punctuation)
The colon is a punctuation mark consisting of two equally sized dots centered on the same vertical line.-Usage:A colon informs the reader that what follows the mark proves, explains, or lists elements of what preceded the mark....
is often preferred. The valediction
Valediction
A valediction , or complimentary close in American English, is an expression used to say farewell, especially a word or phrase used to end a letter or message, or the act of saying parting words- whether brief, or extensive.For the greetings counterpart to valediction, see salutation.Alternatively,...
/closing is followed by a comma
Comma
A comma is a type of punctuation mark . The word comes from the Greek komma , which means something cut off or a short clause.Comma may also refer to:* Comma , a type of interval in music theory...
.
Example Template
[SENDER'S NAME]
[SENDER'S ADDRESS]
(optional[SENDER'S PHONE]
(optional[SENDER'S E-MAIL]
[DATE]
[RECIPIENT W/O PREFIX]
[RECIPIENT'S TITLE]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]
(Optional) Attention [DEPARTMENT/PERSON],
Dear [RECIPIENT W/ PREFIX]:
Re: [SUBJECT] [First Salutation then Subject in Business letters]
[CONTENT.]
[CONTENT.]
[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],
[SENDER]
[SENDER'S TITLE]
Enclosures ([NUMBER OF ENCLOSURES])
cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]
Indentation Formats
Business letters generally conform to one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.Block
In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented.3) parts and paragraphs are separated by double or triple spacing of the doing so. "what is this?"