Business Letter Component

Business Letter Components

1.Ð' Return Address:Ð' If your stationary has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.

2.Ð' Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3.Ð' Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here. For example,

Re: Job # 625-01

Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

SPECIAL DELIVERY

CERTIFIED MAIL

AIRMAIL

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

PERSONAL

CONFIDENTIAL

6. Inside Address:Ð' Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

Ladies:

Gentlemen:

Dear Sir:

Dear Sir or Madam:

Dear [Full Name]:

To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.

SUBJECT:Ð' RESIGNATION

LETTER OF REFERENCE

JOB INQUIRY

7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

Ladies:

Gentlemen:

Dear Sir:

Dear Sir or Madam:

Dear [Full Name]:

To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise