Business Letter Structure and Formatting
Classified in English
Written at on 
English with a size of 3.09 KB.
Structure of a Business Letter
A business letter is typically divided into three main parts:
- Start: Occupies the top section and includes the letterhead, addressee, reference, and date.
- Content: Lies between the start and the final sections. It is divided into the greeting and the body of the letter.
- Final: Begins after the body of the letter. It contains the complimentary close, signature, and the postscript/annex, if necessary.
Components in Detail
Start
- Letterhead: Contains the name or business name, complete address, post office box, telephone number, fax number, email address, and website of the sender.
- Addressee: Includes the name or business name of the company to which the letter is addressed, along with the complete address.
- Reference (Subject): Briefly details the reason for the letter.
- Date: Indicates the day, month, and year the letter was written.
Content
- Greeting:
Examples of greetings based on recipient type:
| Sender | Recipient | Greeting |
|---|---|---|
| Individual | Individual | Dear Sir/Madam, |
| Individual | Company | Dear Sirs/Madams, |
| Company | Individual | Dear Sir/Madam, |
| Company | Company | Dear Sirs/Madams, |
- Body (Text): This is the main part of the letter, conveying the message. Examples of opening phrases:
Examples:
- In response to your letter...
- Referring to your kind letter...
- We acknowledge receipt of your letter...
- We regret to inform you...
- The purpose of our letter is...
- We are pleased to send you...
- Please find attached...
Final
- Complimentary Close: A short phrase used to end the letter politely.
Examples:
- Sincerely,
- Yours faithfully,
- Respectfully yours,
- Awaiting your prompt reply,
- Signatory Formula: Contains the name of the company and the person signing on its behalf.
- Signature: Space for the signature of the authorized person, along with their typed name and title, and the company stamp.
- Annex: Used when documents are attached to the letter. It is aligned to the left margin.
- Postscript (P.S.): Intended to add something that was forgotten in the body of the letter. It is located at the left margin.
Abbreviations and Acronyms
- Abbreviations: Represent one or more words with a group of letters.
- Acronyms: Formed by the initial letters of the words being shortened.
- Initialisms: Words formed by initial letters, and sometimes by additional letters.