What are the Different Parts of a Business Letter?

A business letter is not a place where you need to be experimental. It is a well-structured written form of communication with different parts that are specified and the same for each letter. To be successful at writing it you first need to know the different parts of a business letter. There are 6 different parts in a business letter and it is important to write them properly when constructing one. Here’s what you need to know and look out for.

1. The Letterhead (aka The Heading)

First of all you need to include your name and details, such as return address at the top of the letter. This is called the Heading. In few lines include your name, address, email, phone number and make sure to end with the date you are writing and sending the letter on.

2. The address of the recipient

The next part of a business letter is the recipient’s address. You need to write down the details such as name, job titles if necessary and most importantly, the address.

3. The Greeting

Here we are diving into the different parts of a business letter where you actually need to state your proposal. So far the heading and the recipient’s address were pretty straight forward. The greeting is where you actually start to communicate with your business partner. This is the place to be polite. Keep your language formal, a business letter is not a place to be colloquial. If you know the person’s title, use it, but if you are uncertain of it, a good “Dear Joe Doe” would suffice.

4. The Main Part

The body is the part where you state the jest of the letter. Even though this is the main part of the business letter, there is no need to go on for pages explaining yourself. You need to be brief. Keep the language formal, the sentences short and paragraphs small. Make a note for each paragraph to contain something vital, you shouldn’t repeat yourself and make two paragraphs about the same thing. Also look through the body and see if you have too many sentences in each paragraph. If a sentence can be omitted without hurting the conversation, then you should remove it from the letter.

5. Closing Line

Again, we cannot overstate the formal part. End the conversation with a short and polite one line ending. It is best to write a simple “Thank you” or “Kind regards” leave a few lines.

6. Sign it

Which leads us to the last part of a business letter, your signature. Placed below the closing line, your signature should be handwritten. Make sure you use blue or black ink and keep it professional.

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