Typical Components of a Business Letter
Header (like on letterhead)
o Your Company’s Name
o Address
o Phone
o and possible website, email, and/or fax
Date
Inside Address (the contact information for who you are sending the letter to)
o Their Name
o Title
o Company
o Address
Subject (also known as “Re:” which means regarding)
Salutation (Dear Ms./Mr. Last Name:)
Introductory Paragraph
o Purpose of the letter – for example:
Attached please find…
I am writing to request/inquire…
Per your request, I have enclosed…
Please consider me for the position of…
Body Paragraph(s)
o More detailed information or questions if needed
Closing Paragraph
o Any action or response you are requesting
o How they can contact you if they have questions/comments
o Thank them for their time/consideration
Closing Salutation
o Sincerely, / Thank You, / Best Regards, / Regards,
o Your Name
o Your Title
Additional Notations
o Enc. / Enclosed: Document Name / Enclosed (number of documents) / Attachments
(number of attachments) / Attached: Document Name
o cc: Name of Person(s) getting a copy
o XXX/xxx - initials of person the letter is from/initials of person who types letter
Typical Components of an Intra-Office Memo (memorandum)
To: Person’s or Department’s Name(s)
From: Your Name
cc: Names of other people getting a copy
Date:
Subject:
Body
Typical Components of a Fax (facsimile) Cover Sheet
To: Person’s Name
Fax: Their Fax Number
From: Your Name
Phone: Your Phone
Cc: Names of other people getting a copy
Date:
Pages: Number of pages, including cover sheet
Subject: (or Re:)
Body