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6
1.2. BUSINESS LETTER STRUCTURE
While the horizontal placement of letter parts may vary, the vertical
order of these parts is standard. Refer to the model letter (Figure 1.1) as you
study the following list of letter parts.
1. LETTERHEAD: Companies usually use printed paper where
letterhead is specially designed at the top of the sheet. It bears all the
necessary information about the organisation’s identity.
2. DATELINE: The date on which the letter is being prepared is
typed a few lines below the letterhead.
3. INSIDE ADDRESS: The address of your reader is typed as it will
appear on the envelope.
4. ATTENTION LINE: This is not always required. It should be used
when the letter is addressed to a company or organization as a whole; but
you want it to be handled there by a specific individual. It should be
underlined or typed in capitals.
5. SALUTATION: You should use an individual's name whenever it
is known, preceded by the word "Dear." When the reader's name is nor
known, the person's title is the next best term in a salutation. "Dear Sir,"
"Dear Madam or Sir," "Gentlemen," "Gentlemen and Ladies" are acceptable
in cases of extreme formality.
6. SUBJECT LINE: Like the attention line, this is often omitted, but
it is courteous to include it. It identifies the content of your message, so
your reader may decide whether the letter requires immediate attention.
It should be underlined or typed in capitals.
7. BODY: This is the actual message of your letter.
8. COMPLIMENTARY CLOSING: This is a polite, formal way to
end a letter; standard forms are "Yours truly" or "Truly yours," "Sincerely
yours," "Respectfully yours." Excessively familiar closings should be
avoided, except in special situations. "Best wishes," for example, could be
used when the reader is well known to you. Affectionate expressions, such
as "Fondly" or "Love," should, obviously, be reserved for private
correspondence.
9. COMPANY SIGNATURE: Another item often omitted from less
formal correspondence, it should be used when the signer of the letter is
writing as a spokesperson for the company, not as an individual. Since this
information appears in the letterhead, some companies omit it altogether.
10. SIGNER'S IDENTIFICATION: Printed four lines below the
previous item to allow space for the signature, this includes the signer's
name and any relevant titles.
11. REFERENCE INITIALS: Consisting of the signer's initials in
capitals followed by a slash or colon followed by the lowercase initials of
the person preparing the letter, this item serves as a reminder of who
prepared the letter.
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