2torial #0733:
Learn2 Write a Business Letter (continued)

Implement the format

The following instructions for the elements of a business letter apply to all three formats:

• At the top of the page, type the heading. This includes your name and business name (if any) on separate lines, and your address (number and street on one line, then city, state and zip on the line below).

• Skip two lines and type the date.

• Two or three lines below the date, type the inside address. This element includes the name of the person who will receive the letter, his or her title, the name of the company, and the business's address--each on a separate line. There is no end punctuation, such as a comma or period, for either the heading or inside address.

• After the inside address, double-space and write the salutation, a formal greeting beginning with "Dear" and followed by the person's courtesy title and surname. Unless the addressee has a formal title such as Doctor or Reverend (abbreviated Dr. and Rev.), use Mr. for men and Ms. for women.

With no space after the name, type a colon. Using a comma or addressing the person by first name gives your letter a personal tone, which may be considered unprofessional.

• Skip two line spaces and begin the body of your letter. Single-space all paragraphs, but skip a line between each one.

• If it's appropriate, conclude by saying you'd appreciate any help the recipient can provide.

• Two line spaces below the body of the letter, write a complimentary close, which is a brief-yet-proper salutation. "Sincerely," "Yours sincerely," or "Yours truly," are most common. Capitalize only the first word. Then skip about four line spaces and type your name exactly as you plan to sign it. Add your title on the line below, if appropriate.

• If you're including something in the envelope with the letter or have any other special notations to record, type them a few lines below your name, against the left margin. There are four typical special notations:

1. encl. means there is an enclosure in the envelope.

2. att. signifies that a document has been attached to the letter.

3. cc: alerts the recipient that copies--usually photocopies--of the letter have been sent to other people (these people are identified following the colon by their first initial and surname).

4. Two sets of initials divided by a slash indicates that the writer, whose initials are capitalized, employed a typist, whose initials appear lowercase following the slash.

Once you print the letter, sign in the space provided using blue or black ink.