RWS Business Writing H2 Parts of A Letter

WRITING
BUSINESS
LETTERS
Audience – Who are you writing to?
Friends Family
Are they your audience for a business letter?
Consider Pig’s letter to his
girlfriend, Pigita:
BUSINESS LETTER
• A letter written by an individual to deal with
business of a personal nature.
• It is formal, respectful, structured, and
organized.
Formal versus Informal:
MAJOR PARTS OF A LETTER
1. Return Address/Heading-the address of the
person writing the letter.
2. Dateline-Complete and current date.
3. Inside Address-the address of the person
receiving the letter.
4. Salutation-the greeting of the letter.
Example: Dear Sir or Madam:
5. Body-the message of the letter.
6. Complimentary Close-the ending of the
letter. Example: Sincerely yours,
7. Handwritten Signature-the author signs the
letter after it has been printed.
Return
Parts of a Address/Heading
Letter Dateline
Inside Address
Salutation
Body
Complimentary close
Signature
Full Block Style
Your Name
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
Dear __________:
When writing a letter using block form, no lines are indented. Include your name, address, and phone number where you can be contacted, as
well as the date. You then include the name and address of the person you are sending the letter to.
With new paragraphs, just skip a line instead of indenting.
Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly
explain that you are deaf/ hard-of-hearing and that s/he can call you through relay. Give the receiver his/her state relay number and explain
that s/he will need to give the operator your number. Then give him/her your number.
Sincerely,
Your Signature
Your Name
Your Name
Address Modified Block Style
Phone Number
Date
Name of Receiver
Title
Company Name
Address
Dear __________:
When writing a letter using blocked form, indent each paragraph. First include your name, address, phone number,
and the date. This information should be located at the top of the page, either in the center, or indented on the right
side of the paper. You then include the name and address of the person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay
information if necessary.
Sincerely,
Your Signature
Your Name
Your Title
Your Name
Address Indented/Semi-Block Style
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
Dear __________:
When writing a letter using indented form, indent each paragraph. First include your name, address,
phone number, and the date. This information should be located at the top of the page, either in the center, or
indented on the right side of the paper. You then include the name and address of the person to whom you are
sending the letter.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay
information if necessary.
Sincerely,
Your Signature
Purpose – why are you writing this letter?
-To inform
?
? ? -To request
Business
Letter in
Block Style
(notice that you

don’t indent at
all in a block
style business
letter)
1. Margins: the space
around your letter.
There should be a 1-1.5”
margin at all sides. While a
1-inch margin on all sides is
accepted, it is also common
to put a wider margin on the
left side (1.25-1.5”).
2. You need your own
address.
This part goes in the
“heading” section.
Underneath your address
and after 2 lines/a double
space, put the date
(unlike this example).
Skip 2 lines.
3. Write the name of
the person you are
writing to, his/her title,
organization and
address in the “inside
address” section.
Double space/
skip 2 lines
4. Salutation/Greeting
Initial greeting for the recipient

Dear Ms. Moss:
(title + last name of the recipient)
Use Dear Sir/Madam when the

name of the recipient is unknown;
do NOT use To Whom It May
Concern
5. Body: State your
purpose for writing this
letter. Remember to
Keep it Short and
Simple.
Use formal language but
keep a friendly tone.
Business letters must
also be respectful and
polite at all times.
While business letters
are usually short and
concise, take note
that the body of a
business letter may
have more than one
paragraph.
6. Closing/
Complimentary Close
is the final greeting for the
recipient and signals the end of
the body
7. After a few spaces, the

name and signature of the
sender, along with his/her
position/title, follow the closing

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WRITING

With new paragraphs, just skip a line instead of indenting.

(notice that you

Initial greeting for the recipient

Use Dear Sir/Madam when the

7. After a few spaces, the

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