Anatomy of a Business Letter ©2002 By Linda Elizabeth AlexanderThis article may be freely published in your print or online newsletter or on your website provided 1. You include
byline and
resource box; 2. You print
article in its entirety, unchanged; and 3. You notify
author when and where it's printed with a courtesy copy or a link. Subject: Business, Writing Number of Words: 720 Website: http://www.write2thepointcom.com
Business letters have many purposes and recipients. Despite variations in tone and style,
basic parts of a business letter remain standard throughout most business correspondence. This article outlines
elements found in standard business letters today, in order, as well as their modern format.
1. Heading. Assuming you are using company letterhead, your full address will already be on
page. Add
date two spaces below
last line of printed copy. If you are using blank paper, add your full address and
date in
heading. Align
heading, and all paragraphs, with
left margin(which should be at least one inch wide).
Example: 21 Carson Parkway Boulder, CO 80111 December 3, 2006
2. Inside address. Include
recipient's full name, title, and address two spaces below
date. Align it with
left margin.
Example: Conner T. Walker 2345 Sunrise Avenue Denver, CO 80555
3. Salutation. Two spaces below
inside address, and also aligned with
left margin, place your salutation, or greeting. If you are on a first name basis with
recipient, use her/his first name followed by a colon. If you are writing a more formal letter, use a personal title (Ms., Mr., or Dr.) followed by
person's last name and a colon. Use Mr. for men, and Ms. for women. Never use Mrs. or Miss unless a woman has specifically expressed a preference. If you are not sure if
recipient is male or female, use a salutation that is appropriate to
letter context.
Examples: Mr. Yates: Ms. Dickinson: Dear Customer: Dear Publishing Manager:
4. Body The body of
letter should begin two spaces below
salutation; all paragraphs should be aligned to
left margin. Single space within paragraphs and double space between them.