TIP Sheet HOW TO WRITE A BUSINESS LETTER A business letter is usually arranged in one of several standard formats. Full Block format aligns all text with the left margin; a variation indents the body, or message, paragraphs. Modified Block aligns all text except date line, closing, and writer's identification at the left margin; the date line, closing and writer's identification begin at the center of the page. A variation on Modified Block format also indents the body or message paragraphs. Finally, Simplified Style uses a block format and omits salutation and closing. Regardless of the format, most business letters consist of combinations of standard elements, some of them optional. Standard Heading: Letterhead or return address Date line Inside address Opening: Salutation Body: Message Closing: Complimentary closing Writer's identification Optional Personal or confidential notification Reference notation Mailing notation Attention line Subject line Company Signature Reference initials Enclosure notation Copy notation
Heading Business letters always begin with a letterhead or return address: the sender’s or company's logo, name and address, along with other contact information such as a telephone number, fax number, e-mail, or website address. The date line, including the month, day, and year on which the letter is typed, starts on the second line below the letterhead. The date line is always typed in full, never abbreviated. Use a personal or confidential notation or mailing notation if necessary on the second line below the date, at the left margin. Type the notation in all upper case or in underlined upper and lower case: PERSONAL or Personal, CONFIDENTIAL or Confidential The inside address consists of the name and address of the person to whom you are writing. It begins on the second line below the dateline. If a notation falls between the date and the inside address, start the inside address on the third line below the notation.
The optional attention line directs a letter to the proper person (for example, Attention: Director of Marketing) even if you do not have that person’s name. It is intended to ensure that the organization responds to you, even if the person you write to is unknown or unavailable. (Whenever possible, though, address the letter to a specific person in the organization, including the person's job title and department, if known). The attention line appears either on the second line below the inside address or as the second line of the inside address. The optional subject line or reference line briefly states the subject matter of the letter, possibly by project number or other internal reference. It can appear either on the second line above the salutation as an element of the heading, or on the second line below the salutation as part of the body. Opening The salutation is an opening greeting like "Dear Ms. Morales:" typed on the second line below the last line of the inside address. A colon follows the salutation. Use a general salutation such as “Gentlemen and Ladies” if you used an attention line because you did not know what person would receive the letter. Simplified Style omits the salutation entirely. Body The message is the text of the letter. It begins on the second line below the salutation. Single-space within paragraphs; double-space only between paragraphs. A typical business letter of three paragraphs first introduces the subject, then explains or elaborates, and finally concludes with thanks and contact information. The body always follows standard rules of punctuation. Closing The complimentary closing is parting phrase like "Sincerely" or "Yours truly." Type it on the second line below the last line of the message. A comma follows the complimentary closing. Simplified Style omits the complimentary closing altogether. The optional company signature indicates that the writer is acting on behalf of the company. Type it on the second line below the complimentary closing. The writer's identification is the signer's name and title. It appears on the fourth line below the company's signature, or, if there is no company signature, on the fourth line below the complimentary closing. (This leaves space for a handwritten signature.) If someone other than the signer typed the letter, the reference initials of both typist and signer appear on the second line below the signer’s name and title. The typist's initials are typed in lower case followed by those of the signer in upper case (vlg/MS). The optional enclosure notation is a reminder that the letter is accompanied by one or more enclosures. Type the enclosure notation on the second line below the reference initials.
The optional copy notation names those who will receive copies if you want this information known. Type it on the second line below the mailing notation. Use cc for courtesy copy, pc for photocopy, or just c, with or without a colon. Second page heading A second page heading includes the name of the addressee, the page number, and the date. They may be arranged across the top of the page as a header, or typed at the left margin on three separate lines. The message continues on the third line below the second page heading.
SAMPLE BUSINESS LETTER, MODIFIED BLOCK Rosemary & Associates, LLC 2211 Clear Creek Cemetery Road Butte Valley, California 95965 Telephone: (530) 555-1212 FAX: (530) 555-1213 e-mail: rosemary@telis.org January 10, 2005 Mr. Daniel Wollenford, President Wollenford Consulting, Inc. 4369 Myers Street Oroville, CA 95965 CERTIFIED MAIL DELIVERY Subject: Rent increase Dear Mr. Wollenford: Rosemary & Associates has not found it necessary to raise rents on the units it owns for four years. However, utilities, taxes, and insurance premiums paid out by Rosemary & Associates for its properties have all risen in the last few of years, some of them substantially. Trash collection charges increased almost 30 percent this year alone. The water company’s charges have almost doubled, the pest control charges have risen, and school bonds to fund two new high schools have resulted in increased property taxes. Fire and liability insurance rates have risen at least 6 percent every year for the past ten years. In addition, in April we began landscape maintenance service for all our tenants. As a result of these increased costs, we believe this rent increase is justified. Therefore, on March 1, your monthly rent will be $1200. Please call if you have any questions about the new terms of your lease; we will be happy to answer your questions anytime between 7:30 a.m. and 6:30 p.m. Sincerely yours, Rosemary & Associates LLC
Lee Browner Property Management Division mr/LB
Enclosure: Notice of Change in Terms of Tenancy
cc: Housing Authority of Butte County