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Business Correspondence

As with anything you write, the text of most business correspondence can be divided into three parts — an introduction, a middle, and a conclusion. Most business writers find that this formula can easily be applied to three separate paragraphs, as follows:

  1. The introduction states the purpose for writing. However, do not use the redundant phrase "I am writing to...". The fact that you are writing is obvious!
  2. The middle of the letter or memo contains the facts, details, or information the reader needs to know to carry out the purpose of the letter.
  3. The conclusion brings the message to a close. It may express appreciation, emphasize the most important point, ask for some type of action, or express goodwill. Goodwill is an attitude of kindness, or the good relationship of a business enterprise with its customers.

Parts of a Business Letter

There are several different styles of business letters; in this lesson, you will use full-block style, which is a letter style in which all lines begin flush at the left margin. In block style, you will not use the tab key or the center alignment for any of the letter parts.

Take a look at the sample business letter. Have it open as an example, as we look at the different parts of business letters.

Full-Block Business Letters

Formatting full-block business letters:

  • All parts begin at the left margin
  • The side and bottom margins are set at 1 inch
  • Single spacing is used throughout

Parts of full-block business letters:

  • A letterhead is usually included at the top. A letterhead is a printed heading on stationery stating a person's or organization's name and address. It can also include a company's logo.
  • The date is inserted 2 inches below the top margin / top of the page.
  • The letter mailing address is listed four lines below the date.
    • Include the recipient's personal title and first and last name (such as Mr. Smith, Mrs. Jones, Dr. Kwan, etc.).
    • Next, list the individual's title at the company (example: Vice President of Finance, Social Media Specialist, etc.).
    • Write the entire address of the company, including the company name, street address, city, state, and zip code.
  • The salutation, or greeting, addresses the individual receiving the letter.
    • Double space the salutation after the address.
    • Write the individual's personal title and last name. You can follow their name with a colon or leave off all punctuation. For example:
      • Dear Ms. Henderson:
      • Dear Dr. Green
    • If you don't know a reader's gender, use a generic salutation such as "To Whom it May Concern:".
    • It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, if you are unsure of Chris Harmon's gender, you might write "Dear Chris Harmon:".
  • You may include a subject line that indicates the topic of your letter; capitalize the subject line and double space after.
  • Begin the body of your letter, double spaced below the greeting; double space between any paragraphs.
  • Write a closing to your letter. Follow the complimentary closing with a comma or leave off all punctuation.
    • "Sincerely," is generally used to close a letter.
    • Other options include:
      • Cordially,
      • Yours truly,
      • Respectfully,
  • Add four lines after the closing before writing your name or the name of the person writing the letter.
    • The name can be preceded or followed by a title to indicate how you would like to be addressed in the response.
    • The person sending the message would add their signature between the close and their name.

Special Parts of Formal Letters

Reference Initials: If someone other than the writer is typing the letter, their initials should be placed in lowercase letters at the left margin two spaces below the writer's name.

Enclosure or attachment notation indicates that something in addition to the letter will be included in the envelope. The word "Enclosure" is generally placed at the left margin, two lines below the reference initials.

Copy Notation: This indicates that a copy of the letter is being sent to someone other than the addressee. Use a lowercase "c" followed by the person's name to whom a copy of the letter is being sent.

Personal Business Letters

The basic parts and styles of a personal business letter are similar to a formal business letter. Here are some differences:

  • If letterhead is not used, include your return address.
    • List the address 2 inches down from the top margin.
    • Write the address on two lines: one for the street address; the other for city, state and zip code.
    • Add the date immediately after your address.
  • Add two spaces and then list the recipient's mailing address.
  • Don't include subject lines.
  • After the salutation, don't use any punctuation.

Common Business Letters

There are some common business letters that you should know how to write.

A Letter Asking for Information

  • Explain why you are writing.
  • Ask any questions you have.
  • State what you need.
  • Thank the recipient for the information.

A Letter to Solve a Problem

  • Describe the problem.
  • Explain a possible cause of the problem.
  • Suggest a way to solve the problem.
  • Thank the recipient for any help you may get.

Templates

A template is a sample or model document on which new documents are based. Templates include formatting settings, text, and graphics used to create a new document.

Almost all word processing software come with built-in templates for creating common documents, such as business letters and resumes. Take a look at how to use some of them in Microsoft Word and Google Docs:

Open Using Templates in MS Word in a new tab

Open Using Templates in Google Docs in a new tab

Macros

A macro is a series of keystrokes that you record to automate to make a task occur automatically tasks that you perform frequently. They save time and eliminate errors.

As soon as you start recording a macro, everything you input into your computer is stored in the macro. Once you have recorded a macro, you can run it at any time.

Watch the following video to learn more about macros and how to create them in Microsoft Word using a button:

Open Using Macros in MS Word in a new tab

Now it's your turn! If you have Microsoft Word, record a macro to automate a task you frequently type, such as your name for the signature line of a letter or a formatting.

Summary

A business letter should have at least three single-spaced, short paragraphs - introduction, middle, and conclusion - and must contain certain essential parts, such as:

  • the date,
  • a salutation, and
  • a complimentary closing.

The most common of these is the salutation of "Dear Mr. Lastname:" and complimentary closing of "Sincerely,".

There are several shortcuts you can use to save time:

  • Customize a preset business letter template.
  • Record a macro to automate tasks you type frequently in letters, such as the signature line.