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Parts Of A Business Letter Template

Friday, April 4th 2025. | Halloween

parts formal letter handout

Here’s a breakdown of the essential parts of a business letter, formatted in HTML for clarity:

A well-structured business letter projects professionalism and ensures your message is received clearly. Here’s a guide to its key components:

1. Heading (Letterhead or Return Address):

This section identifies the sender. If you’re using company letterhead, it’s already in place. Otherwise, include your complete return address:

Your Name
Your Street Address
Your City, State, Zip Code

Single-space each line. Omit your name if it’s already prominently displayed on the letterhead.

2. Date:

Always include the date the letter is written. Place it a few lines below the letterhead or return address. Use a standard format such as “Month Day, Year” (e.g., October 26, 2023). Avoid abbreviated or numerical-only formats that might be misinterpreted (e.g., 10/26/23).

3. Inside Address:

This section provides the recipient’s full address. It should match the address on the envelope. Include:

Recipient’s Name (and Title, if known)
Company Name (if applicable)
Street Address
City, State, Zip Code

Be precise and use the correct spelling and titles.

4. Salutation:

The salutation is your greeting. Use “Dear” followed by the recipient’s name and a colon. If you know the person’s name and prefer a more formal approach, use “Dear Mr./Ms./Dr. [Last Name]:”. If you don’t know the recipient’s name, use a more generic salutation like “Dear Hiring Manager:” (if applying for a job) or “To Whom It May Concern:”. Avoid outdated greetings like “Dear Sir/Madam:”.

5. Body Paragraphs:

This is the core of your letter, where you convey your message. Keep it concise, clear, and focused.

Introduction: Briefly state the purpose of your letter.
Body: Provide details, explanations, and supporting information. Divide your message into logical paragraphs. Each paragraph should focus on a single topic.
Conclusion: Summarize your main points, state your desired action, and express your gratitude.

Use a professional tone and proper grammar and punctuation. Single-space within paragraphs, and double-space between paragraphs.

6. Complimentary Closing:

This is a polite phrase to end your letter. Common options include:

Sincerely,
Respectfully,
Best Regards,

Capitalize the first word only and follow it with a comma.

7. Signature:

Leave several lines of space after the complimentary closing for your handwritten signature. Sign your name clearly using blue or black ink.

8. Typed Name:

Type your full name directly below your signature. This makes it easier to read your signature and ensures clarity.

9. Enclosure Notation (Optional):

If you are including any additional documents with your letter, indicate this by typing “Enclosure” or “Enclosures” a line or two below your typed name. You can also specify the number of enclosures (e.g., “Enclosures (2)”).

10. Copy Notation (Optional):

If you are sending copies of the letter to other individuals, indicate this by typing “cc:” followed by the names of the recipients. You can list the names on separate lines if there are multiple recipients.

By carefully including these elements, you can craft professional and effective business letters that leave a positive impression.