Parts of A Business Letter

Business Letters Index

These are the sample Parts of A Business Letter.

A business letter is generally divided into the following six parts.

  1. The Heading

  2. The Inside Address

  3. The Salutation

  4. The Body of the letter

  5. The complimentary close

  6. The signature

  1. Heading : It indicates when and where the letter was written and thus it comprises the postal address of the writer and the date on which the letter was written. The address may appear either in the center or on the right hand side of the letter. The date, however, generally appears on the right hand side. Proper spacing between the name of the firm and its address and between the address and the date is of paramount importance. A few examples of a heading are given below. There are 3 types in which the heading can be written : Left alignment, center alignment and right alignment

  2. Inside Address : This comprises name and address of a person of the firm to whom the letter is written and appears on the left-hand side of the letter. This corresponds to the address on the envelope with the only difference that in some cases, the number of the street is omitted. This, however, is unwise and a complete address is always desirable, as otherwise it may become difficult to locate a reference with the copy of the letter. Proper spacing and punctuation are necessary here as well.

    The word Messrs is generally prefixed to a partnership firm or “ & Co”.

    Example :

    Messrs. Kepler Bros.,

    The above address on the letter is not sufficient. The better way to write the address is :

    Messrs. Kepler Bros.,
    12, West Side Street,
    Boston 313 (USA)

  3. Salutation : This appears below the name and the address of the recipient.

    The various words used as Salutations are :


    Dear Sir,




    Dear Mr.

    , Dear Miss,


    A salutation in business is followed by a comma (,).

    Sir, : This has become very formal nowadays and is not generally used except by Government Offices.

    Dear Sir, : This is by far the most accepted form of salutation. However, this is used only when the relationship between the correspondents already exists.

    Dear Sirs, : This type of salutation is used in case of letters addressed to companies or partnership firms where the word Messrs is generally used and where the letter is addressed to a Firm and not to the Manager or another person.

    Dear Miss, Dear Mrs., Dear Mrs. : These are used only when the writer knows the recipient well and wants to give a personal touch rather than being formal as usual.

  4. Body of the letter : It is the main portion of the letter which contains the message or information which the writer wants to communicate.

    The body of the letter should be divided into different paragraphs. Each subject should be dealt within a separate paragraph.

    The first paragraph should introduce the subject matter of the letter. The reference number and date should be clearly mentioned. In the subsequent paragraphs, different topics may be discussed.

  5. The Complimentary Close : This should always agree with salutation and it must always be followed by a comma. The most common forms of complimentary close are…

    • Yours truly,

    • Yours faithfully,

    • Yours very truly,

    • Yours respectfully,

    • Yours Sincerely,

    • Yours obediently,

    Examples of suitable complimentary close to salutations are…

    Dear Sir, ... Yours faithfully, (Or)Yours truly,

    Dear Madam, ... Yours faithfully,(Or) Yours truly,

    Dear Sirs, ... Yours faithfully,(Or) Yours truly,

    Sir, ... Yours obediently,

    Madam, ... Yours obediently,

    Gentlemen, ... Yours obediently,

    My dear Sir, ... Yours very truly,

    My dear Sirs, ... Yours very truly,

    Dear Madam, ... Yours very truly,

    Dear Mr., ... Yours Sincerely,

    Dear Mr., ... Yours Sincerely,

    Dear Mrs., ... Yours Sincerely,

  6. Signature : The complimentary close will be followed by the signature of the writer. As far as possible, the signature should be legible. Otherwise the name of the writer should be typed. In some cases, the name of the firm or the company is also mentioned immediately after the complimentary close, but before the signature. Designation of the writer may also be used wherever possible.

    Parts of A Business Letter
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Letter Asking A Donation
Letter Asking A Favor
Letter Asking for More Details
Letter Asking for Donations
Letter Denying of Dealership
Letter for Change of Address
Letter for Distributorship
Letter for Employment
Letter for Hotel Reservation
Letter for Letter of Credit
Letter for Line of Credit
Letter for Product Launch
Letter for Promotion
Letter for Retirement Congrats
Letter for Scholarship
Letter for Settlement of Bill
Letter for Tender
Letter for Testimonial
Letter of Agreement
Letter of Assurance
Letter of Credit
Letter of Enquiry
Letter of Order
Letter of Persuasion
Letter of Sympathy
Letter Offering Discount
Letter Related to Advertisement
Letter Related to Despatch
Letter Related to Training
Letter to A Foreign Buyer
Letter to Pen-Friend
Letter to Police
Letter with Order
Letter with Quotation
Letter Writing
Letters about Company Shares
Letters by Clubs and Societies
Letters by Landlords & Tenants
Letters for Appointment of Dealers
Letters for Business Relations
Letters for Buying and Selling
Letters for Credit & Collection
Letters for Foreign Travel
Letters for Lease & Tenancy
Letters for Loan & Borrowing
Letters for Transfer & Assignment
Letters for Insurance
Letters Noting Discrepancy
Letters of Condolence & Sorrow
Letters of Regret
Letters Regarding Maintenance
Letters Regarding Payment
Letters Related to Employees
Letters to Local Corporation
Letters to Postal Authorities
Letters to The Editor
Letters Used in Real Estate
Letters With Postal Department
Letters With Railways Authorities

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