Business Communication Letters Standard letter parts Heading If

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 H. R. Veith, Director Blaubachstrasse 13 D-5000 Köln I GERMANY Addressee Company name Street address District, city Country

Standard letter parts � Salutation Follow the style of the first line of the inside address. Mr. Richard Garcia Mary Director of Personnel Dear Mr. Garcia Dear Mary, 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 Sincerely, Cordially, Best regards, Regards, close

Standard letter parts � Signature block 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: Rain. Master 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, May 10, 2012, Page 2

Additional letter parts • Enclosure notations appear at the bottom of a letter. ◦ 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:

Block Letter Format

Modified Block Letter Format