The Essential Parts of A Business Letter

THE ESSENTIAL PARTS
OF A BUSINESS
LETTER
PRESENTATION BY:
ANNA LAURICE CAGARA
SEVEN ESSENTIAL PARTS OF BUSINESS
LETTER
1.The heading and the date line
2.The inside address
3.The salutation
4.The body
5.The complimentary close
6.The signature
7.The special parts
Business Letter Example
HEADING AND DATELINE
HEADING
• indicates the place and the date when the letter is written.
Two kinds of Headings:

CONVENTIONAL HEADING
• adopted when a plain bond paper is used, includes the address of the
writer and the date when the letter is written.
Two kinds of Headings:
CONVENTIONAL HEADING
• Adopted when a plain bond paper is used, includes the address of the writer and the
date when the letter is written.
MODERN HEADING
• Uses the company’s stationery which bears the company’s logo, address, telephone
numbers and other information.After 2-3 spaces,the date when the letter is indicated.
Examples:
INSIDE ADDRESS
• may also referred to as the
introductory or complimentary
address. The inside address contains
the mailing information belonging to
the recipient and should be justified
to the left margin of the letter and
placed two spaces below the date
(for very short letters four spaces is
acceptable).
SALUTATION
• A salutation is a word or phrase used

for greeting a recipient in business
or personal correspondence. There
are two types of salutations —
formal and informal (casual). The
most commonly used salutations in
emails are “Dear” and “Hi/Hey,”
followed by the recipient's title or
name.
BODY
• It is the heart of all the parts of a business

letter. It is the main content that a sender
needs to convey to the recipient. So it
should be clear, straightforward,
understanding and also formal.
• Opening Lines: The opening lines should be the introduction of the
sender if new and formal greetings and wishes will be there in the first
paragraph.
• Main Content: The sender should write the actual message clearly in a
formal way. It should be the main point that needs to be conveyed to the
recipient. The message should be proper and complete
• Closing Part: It is the ending part of the body. Here the receiver can
understand what the sender is expecting, what his action is, or the next
step to move, etc. These can be mentioned clearly. The concluding part
should be in a polite way. Use some words to please the receiver in this
part of a formal letter.
COMPLIMENTARY CLOSE
• a short and polite remark that ends your
letter. The close begins at the same
justification as your date and one line
after the last body paragraph. Capitalize
the first word of your closing (Thank
you) and leave four lines for a signature
between the close and the sender’s
name. A comma should follow the
closing.
SIGNATURE
• a person's name, or a mark representing it, as
signed personally or by deputy, as in
subscribing a letter or other document.
THE SPECIAL PARTS OF THE
BUSINESS LETTER
ATTENTION LINE
• A letter addressed to a company or an organization may oftentimes a
remain inactive in the files specially if the manager or the person-in-
charge of the department is on leave or is out of town.
SUBJECT LINE
• A subject line specifying the topic or subject of the letter, if included,
comes between the salutation and the body of the letter.
IDENTIFICATION LINE
• Used when the person whose signature appears on the letter is not a person who
typed the letter. Identification Initials are generally put at the left-hand bottom, just
after the signature line. They are sometimes put at the same line with the date line.
Example :
J.B./m. h.
REFERENCE LINE
• refers to information requested by the recipient, and may include specific project,
invoice, or identification numbers.A reference line is on the right-hand side of the
page, will give the sender's file number and the line below it the recipient's file
number, as shown in the example business letters.
ENCLOSURE
• An enclosure in a cover letter refers to additional documents that are being sent
along with the letter, such as a resume or a portfolio.
COPY
• In a letter or email, "copy" (abbreviated as "Cc:") and "carbon copy"
(abbreviated as "Cc:") are used to indicate who should receive a copy of the
message. The main difference between the two is the intended audience and the
level of visibility of the recipients.
PERSONAL OR CONFIDENTIAL LINE
• when only the addresses is the one to read the letter,the word confidential or personal
is written on the envelope.The personal or confidential line should written two spaces
above the inside address.
MAILING LINE
• If a letter is sent not by means of first class mail but by other means such as through a
messenger,then the mailing line is written.The mailing line is even with the left
margin and appears after all other notations.
EXERCISE:
Rewrite the following headings in correct form or order:
1.Makati City,Bel-Air Village 11210 Nicanor Garcia St.

Sept 1 2004
2.December 21,2004,Angeles City Sto.Rosario Dona Theresa B. Building.
3.Sapphire Street Pasig MM October 30,2004 Unit 2 Park Chateau Condominium
4.Makati City,June 15,2004 JAKA Bldg. Legaspi St.
Legaspi Village
5.Annex Building SM City Unit 68 San Fernando Bo.San Jose Pampanga July 4,2004

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The Essential Parts of A Business Letter

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THE ESSENTIAL PARTS

Two kinds of Headings:

• A salutation is a word or phrase used

• It is the heart of all the parts of a business

Rewrite the following headings in correct form or order:

1.Makati City,Bel-Air Village 11210 Nicanor Garcia St.

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