Business Communication Letters

Standard letter parts Heading If letterhead stationery is not available, the heading includes a return address (but no name).

Standard letter parts Date July 14, 2012 (7/14/2012)

Standard letter parts Inside Address Identifies the recipient of the letter Ms. Patricia T. Higgins Addressee H. R. Veith, Director Company name Blaubachstrasse 13 Street address D-5000 Köln I District, city GERMANY Country

Standard letter parts Salutation Follow the style of the first line of the inside address. Mr. Richard Garcia Dear Mr. Garcia Mary Dear Mary, Director of Personnel Dear Director

Standard letter parts Salutation Addressee unknown, use a polite description. Dear Alumnus, Dear SPCA Supporter Dear Voter

Standard letter parts Salutation First line plural (a department or company) Ladies and Gentlemen

Standard letter parts Salutation When you do not know whether you’re writing to an individual or a group (for example, when writing a reference or a letter of recommendation), To whom it may concern.

Standard letter parts Body Message of the letter

Standard letter parts Complimentary close Sincerely, Cordially, Best regards, Regards,

Standard letter parts Signature block Sincerely, Cordially, Raymond Dunnigan Director of Personnel Sincerely, WENTWORTH INDUSTRIES Helen B. Taylor President

Additional letter parts Addressee notation PERSONAL, CONFIDENTIAL, or PLEASE FORWARD.

Additional letter parts Subject line The subject line tells recipients at a glance what the letter is about. (Re:, In re: ) Subject: RainMaster Sprinklers About your February 2, 2012, order Reference Order No. 27920

Additional letter parts Second-page heading Use a second-page heading whenever an additional page is required. Ms. Melissa Baker Baker, May 10, 2012, Page 2

Additional letter parts Enclosure notation Enclosure notations appear at the bottom of a letter. Enclosure Enclosures (2) Enclosures: Résumé Photograph Brochure

Additional letter parts Copy notation Reference initials or enclosure notations. Recipients are listed in order of rank or (rank being equal) in alphabetical order. cc: David Wentworth, Vice President

Additional letter parts Postscript A message that requires emphasis, or a personal note. P.S., PS., PS:

Block Letter Format

Modified Block Letter Format