Parts of a Business Letter Prepared by: Rima Dabdoub Bethlehem University Maher ARAFAT An-Najah National University

Letter Formats The most popular formats are block, modified block, and simplified The most popular formats are block, modified block, and simplified

Header & Footer

Return Address Your return address is printed on the letterhead. Line 13 from top of page Your return address is printed on the letterhead. Line 13 from top of page Letterhead (the usual heading) shows the organization’s name, full address, telephone number, and address, also the name of an individual within the organization Letterhead (the usual heading) shows the organization’s name, full address, telephone number, and address, also the name of an individual within the organization

Dateline Dateline might be in different format; depending on the country and firm’s writing style and preferences. Dateline might be in different format; depending on the country and firm’s writing style and preferences.  June 21,2007  6/7/2009  Sunday, June 07, 2009  الأحد، 14 جمادى الثانية، 1430

Inside address The mailing address, complete with the title of the person being addressed, makes up the inside address The mailing address, complete with the title of the person being addressed, makes up the inside address Include titles such as Dr., Ms., Mr., Mrs. Include titles such as Dr., Ms., Mr., Mrs. The person’s organizational title, such as Director may be included on the first line The person’s organizational title, such as Director may be included on the first line

Attention line The attention line is placed a double space after the inside address and a double space before the salutation The attention line is placed a double space after the inside address and a double space before the salutation Some executives address the letter to the company in the inside address and then use an attention line to direct the letter to a specific officer or department Some executives address the letter to the company in the inside address and then use an attention line to direct the letter to a specific officer or department Attention: Dr. Maher Natsheh, Vice President

Salutation Dear Maher, (writer/reader know each other well) Dear Mr. Natsheh: (appropriate in most cases)

Subject line Tells what the letter is about Tells what the letter is about It identifies specific/helpful material: It identifies specific/helpful material: date of previous correspondence date of previous correspondence invoice number invoice number order number order number Subject: Your June 2 nd inquiry about… Subject: Your June 2 nd inquiry about… Re: Please refer to invoice A-340 Re: Please refer to invoice A-340

Body Abstract: a one or two statements highlighting the topic of the letter. Abstract: a one or two statements highlighting the topic of the letter. Body: one or more paragraphs explaining the topic statements. Body: one or more paragraphs explaining the topic statements. Conclusion: usually one paragraph emphasizing the main ideas. Conclusion: usually one paragraph emphasizing the main ideas.

Second Page Heading Dr. Maher Natshed 2 June21, 2007 Or Or Dr. Maher Natsheh (name of addressee) June 21, 2007 Page 2

Closing Sincerely, Sincerely,

Signature Block Printed signature appears on the fourth line below the closing Printed signature appears on the fourth line below the closing A short name and title may appear on the same line, separated by a comma A short name and title may appear on the same line, separated by a comma The writer’s signature appears in the space between the closing and the printed signature The writer’s signature appears in the space between the closing and the printed signature The firm name in capitals and blocked may appear on the second line below the closing phrase The firm name in capitals and blocked may appear on the second line below the closing phrase

Information Notations In the lower left corner of the letter appears the abbreviated notations for enclosures (Enc., Encl) In the lower left corner of the letter appears the abbreviated notations for enclosures (Enc., Encl)

Initials Initials of the writer and the typist Initials of the writer and the typist NA:sm NA:sm

CC (Carbon Copy) Copies for other readers Copies for other readers  cc: Raed Qadi,  copy to Nader Awad

Postscripts Referred to as PS Referred to as PS Include ideas not mentioned within the letter. Include ideas not mentioned within the letter.

Body For block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. For block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. In the first paragraph, consider a friendly opening and then a statement of the main point. (Purpose of letter and previous reference). In the first paragraph, consider a friendly opening and then a statement of the main point. (Purpose of letter and previous reference).

Body (contd.) The next paragraph should begin justifying the importance of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. (Discussion) In the next few paragraphs, continue justification with background information and supporting details. (Discussion)

Body (contd.) The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. (Request or summary) The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. (Request or summary) Personal comments Personal comments

Thank you for your attention