Parts of a business LetterParts of a business LetterThe Head address:The Head address: It is the name of the company It is the name of the company printed in the centre of the page with the detailed printed in the centre of the page with the detailed address, telephone number. Where 2 addresses are to be address, telephone number. Where 2 addresses are to be indicated, the name of the head office and the branch indicated, the name of the head office and the branch sending the letter , the branch address will be at the top sending the letter , the branch address will be at the top and the head address is printed at the bottom of the and the head address is printed at the bottom of the page.page. CContentsontents: name of the organization, nature of the : name of the organization, nature of the business, detailed telephone numbers, telegraphic code business, detailed telephone numbers, telegraphic code no. some companies also print their emblem .it should not no. some companies also print their emblem .it should not occupy more than one fifty of the total space of the letteroccupy more than one fifty of the total space of the letterSignificance:Significance: return address return addressTelephone numberTelephone numberNature of the businessNature of the businessNote: ( when there is no printed letter head it is customary Note: ( when there is no printed letter head it is customary to write the full inside address on the top right hand side to write the full inside address on the top right hand side of the page) of the page)

The DateThe Date: It is usually types three spaces : It is usually types three spaces below the last line of the sender’s address below the last line of the sender’s address in the following mannerin the following manner

In full block and N.O.M.A forms left hand In full block and N.O.M.A forms left hand side, centre in the B.F.G form.side, centre in the B.F.G form.

ContentsContents: In the U.S. date is written as : In the U.S. date is written as August 30, 2008 and in England 30August 30, 2008 and in England 30thth August, 2008.never write 6/ 08/08.August, 2008.never write 6/ 08/08.

Significance:Significance: legal function, you know legal function, you know when the letter was written and when a when the letter was written and when a transaction took placetransaction took place

Reference NumberReference Number Position:Position: it is typed slightly above or below or in a line it is typed slightly above or below or in a line

with the date but on the opposite side some companies with the date but on the opposite side some companies print letter heads which clearly indicate where the print letter heads which clearly indicate where the number is to be filled in.number is to be filled in.

Contents:Contents: eg.1. Your reference: eg.1. Your reference: Our Reference:Our Reference:

2. Ref. No2. Ref. No3. R.N.3. R.N.It contains letters of the alphabet and numbers, depending It contains letters of the alphabet and numbers, depending

upon the system of filing in a company. It sometimes upon the system of filing in a company. It sometimes also indicates the initials of the person who has sent out also indicates the initials of the person who has sent out the letter or the department from which it is sentthe letter or the department from which it is sent

Significance:Significance: filing correspondence’ filing correspondence’Helps to trace previous correspondence.Helps to trace previous correspondence.

The Confidential NotationThe Confidential Notation PositionPosition: optional part and used only when the : optional part and used only when the

contents of the letter are meant solely for and contents of the letter are meant solely for and exclusively for one person.exclusively for one person.

typed below the reference line on the left hand typed below the reference line on the left hand sideside

Always remember if it is typed in the letter is Always remember if it is typed in the letter is must also be typed on the envelope.must also be typed on the envelope.

Contents:Contents: Confidential/Private/Personal. Confidential/Private/Personal. SignificanceSignificance: Is not opened by the staff but : Is not opened by the staff but

received by the person whose name is written. received by the person whose name is written. Useful incase of character of employees, status Useful incase of character of employees, status enquiries, high level policy decisions.enquiries, high level policy decisions.

The Inside AddressThe Inside Address PositionPosition: the full name of the person, firm or : the full name of the person, firm or

company to whom you are addressing the letter company to whom you are addressing the letter is written two spaces below the level of the date is written two spaces below the level of the date and two spaces above the salutation and the and two spaces above the salutation and the attention line in the left hand margin. It may be attention line in the left hand margin. It may be typed in the indented form or the block form like typed in the indented form or the block form like in the US. It is no longer the right thing to write “ in the US. It is no longer the right thing to write “ To” before the address.To” before the address.

ContentsContents: name of the person, his designation, : name of the person, his designation, name of the company or firm and its full postal name of the company or firm and its full postal address. The same details should be typed on address. The same details should be typed on the envelopethe envelope

SignificanceSignificance: filing for future reference becomes : filing for future reference becomes easy’easy’

Important when window envelopes are used.Important when window envelopes are used.

The Attention LineThe Attention Line Position:Position: when used, the Attention line is to be placed when used, the Attention line is to be placed

two spaces below the inside address and two spaces two spaces below the inside address and two spaces above the salutation. It is usually written in the centre of above the salutation. It is usually written in the centre of the page . It may be used with or without the subject line.the page . It may be used with or without the subject line.

ContentsContents: contains the name of the person to whom the : contains the name of the person to whom the letter writer would like to go in the company or firm. It is letter writer would like to go in the company or firm. It is underlined and can be used in one of the following ways:underlined and can be used in one of the following ways:

Attention of Mr. PatelAttention of Mr. Patel Attention: Mr. PatelAttention: Mr. Patel Confidential: Attention Personnel ManagerConfidential: Attention Personnel Manager Personal Attention of Mr. Patel.Personal Attention of Mr. Patel. Remember that since attn line is used to draw the Remember that since attn line is used to draw the

attention of a particular person the inside address should attention of a particular person the inside address should be of a general nature.: the ABC Company Ltd.be of a general nature.: the ABC Company Ltd.

SignificanceSignificance: To attract attention from a particular : To attract attention from a particular individualindividual

The SalutationThe Salutation Position:Position: Left hand side below the inside address or Attention line. Left hand side below the inside address or Attention line.

It is typed flush with the margin and is never indented. IN NOMA It is typed flush with the margin and is never indented. IN NOMA form it is omitted.form it is omitted.

ContentsContents: Greeting the person: Greeting the person Sir, ( when subordinates write to their superiors, very formal)Sir, ( when subordinates write to their superiors, very formal) Dear Sir/ Madam ( when addressing individual officers in an Dear Sir/ Madam ( when addressing individual officers in an

organizationorganization Sirs/ Dear SirsSirs/ Dear Sirs Gentlemen: ( U.S.)Gentlemen: ( U.S.) Dear Mr. Patel,( Used when business relations are friendly)Dear Mr. Patel,( Used when business relations are friendly) My dear Mr. Patel,( Used when relations are very friendly or close… My dear Mr. Patel,( Used when relations are very friendly or close…

very rare)very rare) Respected Sir,( No longer used in business letters only while Respected Sir,( No longer used in business letters only while

applying for a jobapplying for a job May it please your Excellency: ( formal way of addressing May it please your Excellency: ( formal way of addressing

presidents, prime ministers)presidents, prime ministers) Dear Customer, Dear Reader,( used in Circular letters)Dear Customer, Dear Reader,( used in Circular letters) SignificanceSignificance: Traditional way of greeting the reader of the letter: Traditional way of greeting the reader of the letter It gives a clue as to the relationship between the letter writer and the It gives a clue as to the relationship between the letter writer and the

reader.reader.

The Caption Line/ The Subject LineThe Caption Line/ The Subject Line PositionPosition: It is placed below the salutation just above the : It is placed below the salutation just above the

body of the letter. In full block form it is typed on the left body of the letter. In full block form it is typed on the left hand side but in all other forms in the centre of the page.hand side but in all other forms in the centre of the page.

ContentsContents: Short title to the letter. It consists of three : Short title to the letter. It consists of three letters Re: , Ref. or Subj: Ref can only be used in letters Re: , Ref. or Subj: Ref can only be used in connection with some written communicationconnection with some written communication

Ref: Your letter dated July 3, 2008.Ref: Your letter dated July 3, 2008. In the US Re, Ref considered unnecessary and they use In the US Re, Ref considered unnecessary and they use

a heavy underline.. This is placed above the salutationa heavy underline.. This is placed above the salutation Significance:Significance: reader understands at a glance what the reader understands at a glance what the

letter is all aboutletter is all about Filing purposes.Filing purposes.

The Body of the LetterThe Body of the Letter Position: The letter itself , in paragraph form Position: The letter itself , in paragraph form

begins a space or two below the Caption line. begins a space or two below the Caption line. When the Caption line is placed above the When the Caption line is placed above the salutation it is typed two spaces below the salutation it is typed two spaces below the Caption line.Caption line.

The first line will be indented in each The first line will be indented in each paragraph. No indenting is done in the Full Block paragraph. No indenting is done in the Full Block form, modified and the N.O.M.A. Forms. form, modified and the N.O.M.A. Forms. Paragraphs are indicated by extra spacing Paragraphs are indicated by extra spacing between them. If the letter is very long it should between them. If the letter is very long it should be indicated on a separate sheet of paper. It is be indicated on a separate sheet of paper. It is bad manners to type on the reverse side of the bad manners to type on the reverse side of the page.page.

Body of the letterBody of the letter Contents: A good business letter builds itself around its Contents: A good business letter builds itself around its

central idea. If a banker is writing to a furniture central idea. If a banker is writing to a furniture manufacturer regarding the poor quality furniture manufacturer regarding the poor quality furniture manufactured by him he cannot in the same letter ask manufactured by him he cannot in the same letter ask him to collect his pass book. The latter information him to collect his pass book. The latter information should be stated seperately on another letter.should be stated seperately on another letter.

The beginning is important. Let the reader know from the The beginning is important. Let the reader know from the very first sentence what the letter is about. Use short very first sentence what the letter is about. Use short paragraphs. The usual form of letter is in the first paragraphs. The usual form of letter is in the first paragraph we write about any previous correspondence, paragraph we write about any previous correspondence, second the main message, third elaborate and fill in the second the main message, third elaborate and fill in the details and the last what action is to be taken and your details and the last what action is to be taken and your expectations.expectations.

The “ You attitude” should always be used while drafting The “ You attitude” should always be used while drafting letters.letters.

Negatives like cannot and impossible should be avoided.Negatives like cannot and impossible should be avoided. Significance: It is the most important part of the letter. All Significance: It is the most important part of the letter. All

the other parts are relevant because they make the body the other parts are relevant because they make the body easier and more convenient.easier and more convenient.

The Complimentary CloseThe Complimentary Close Position: It is polite way of saying “ good bye” It is typed Position: It is polite way of saying “ good bye” It is typed

two or three spaces below the last line of the body of the two or three spaces below the last line of the body of the letter. In the full block form it is typed to the right of the letter. In the full block form it is typed to the right of the centre and in the NOMA form it is omitted altogether.centre and in the NOMA form it is omitted altogether.

Contents: It must match the salutation. Thus formal Contents: It must match the salutation. Thus formal salutations like Sir, Dear Sir take the formal close like salutations like Sir, Dear Sir take the formal close like Yours faithfully and yours truly. Dear Mr, will take a less Yours faithfully and yours truly. Dear Mr, will take a less formal close like Yours cordially or vsery truly yours. The formal close like Yours cordially or vsery truly yours. The complimentary close is followed by a comma. A common complimentary close is followed by a comma. A common mistake in India is to put apostrophe before “ s” , Your’s mistake in India is to put apostrophe before “ s” , Your’s in INCORRECT.in INCORRECT.

Significance: It helps to add a polite touch to the letter Significance: It helps to add a polite touch to the letter and shows the relationship between the correspondents.and shows the relationship between the correspondents.

The SignatureThe Signature Position: It is written four lines below the complimentary Position: It is written four lines below the complimentary

close. In the full block form it is written to the left of the close. In the full block form it is written to the left of the page and in the other forms to the right of the centre. In page and in the other forms to the right of the centre. In the NOMA form it is written on the left hand side just a the NOMA form it is written on the left hand side just a space or two below the last line of the last paragraph.space or two below the last line of the last paragraph.

Contents: It consists of the a. Handwritten sign of the Contents: It consists of the a. Handwritten sign of the person sending the letter, b. full name of the person in person sending the letter, b. full name of the person in person or type, c. The name of the company or firm in person or type, c. The name of the company or firm in capital letters. This can be omitted if already mentioned capital letters. This can be omitted if already mentioned on the letter head. In case of partnership firm, Shah and on the letter head. In case of partnership firm, Shah and PatelPatel

P.B.Shah.P.B.Shah.In case of limited companyIn case of limited companyThe Bharat Forge Co, Ltd.The Bharat Forge Co, Ltd.

S. NarayanS. NarayanSecretary.Secretary.

The Pro Signature: BY the agency can be used only if they The Pro Signature: BY the agency can be used only if they have been given power of have been given power of attorney to the person signing.attorney to the person signing.

Yours faithfully,Yours faithfully,per pro The Bharat Forge Co ltd.per pro The Bharat Forge Co ltd.

SignSignRegional managerRegional manager

A power of attorney is said to exist where one person has A power of attorney is said to exist where one person has by a written document been appointed to act on behalf of by a written document been appointed to act on behalf of another person. We can use p.p or p. also. Where a another person. We can use p.p or p. also. Where a written document does not exist a junior agent can sign “ written document does not exist a junior agent can sign “ for”.for”.

Yours faithfully,Yours faithfully,for The Bharat Forge Co ltd.for The Bharat Forge Co ltd.

SignSignSinificance: It is a proof that the person signing has written Sinificance: It is a proof that the person signing has written

what he has in the body of the letter.what he has in the body of the letter.

EnclosuresEnclosures Position: It must be typed a space or two below the Position: It must be typed a space or two below the

signature in the left margin.signature in the left margin. Contents: Information about additional papers sent along Contents: Information about additional papers sent along

with the letter.if more than one paper is enclosed then with the letter.if more than one paper is enclosed then we can indicate the exact number : Encl: 4.we can indicate the exact number : Encl: 4.Encls: 1. ChequeEncls: 1. Cheque

2. Demand Draft 2. Demand Draft 3. Transport receipt. 3. Transport receipt.

Significance: This is very important for the clerk. If it is Significance: This is very important for the clerk. If it is indicated then he will extract them safely.indicated then he will extract them safely.

Copy to the notationCopy to the notation Position: It is typed two spaces below the Enclosure Position: It is typed two spaces below the Enclosure

notation, in the left margin. Though very few companies notation, in the left margin. Though very few companies use carbon copies , the phrase has remained as an use carbon copies , the phrase has remained as an indication that a copy of the letter is being sent out to indication that a copy of the letter is being sent out to another person.another person.

Contents: When we send identical copy of the original Contents: When we send identical copy of the original letter we use the abbreviation c.c.. When a frest letter id letter we use the abbreviation c.c.. When a frest letter id typed we have to write cop: When we send identical typed we have to write cop: When we send identical copy of the original letter we use the abbreviation c.c.. copy of the original letter we use the abbreviation c.c.. When a frest letter id typed we have to write copy toWhen a frest letter id typed we have to write copy to

• c.c. The Presidentc.c. The President Wool Merchant’s AssociationWool Merchant’s Association Shepwool Street Shepwool Street KanpurKanpur

b.c. This means blind or blank copy is b.c. This means blind or blank copy is sometimes used before an address. When sometimes used before an address. When an existing copy has to be sent to a third an existing copy has to be sent to a third party without informing the recipent of the party without informing the recipent of the original letter.original letter.

Significance: This is important for filing.Significance: This is important for filing.

Initials of the Dictator and typist.Initials of the Dictator and typist. Position: This is typed at the end of the letter Position: This is typed at the end of the letter

always in the left margin.always in the left margin. Contents: The initials of the dictator are typed Contents: The initials of the dictator are typed

first followed by the initials of the typist. Initials of first followed by the initials of the typist. Initials of the dictator should be in capital letters and that the dictator should be in capital letters and that of the typist in small letters.of the typist in small letters.PRST/tm, T.W./p.r.,PT im,M:jPRST/tm, T.W./p.r.,PT im,M:j

Significance: this is imp from the point of view of Significance: this is imp from the point of view of the sender of the letter. In business houses it the sender of the letter. In business houses it becomes necessary to pinpoint responsibilityfor becomes necessary to pinpoint responsibilityfor letters that are sent out and for future letters that are sent out and for future investigation of any mistakes in them.investigation of any mistakes in them.

The Post scriptThe Post script P.S. has no place in a business letter. It is P.S. has no place in a business letter. It is

only permissible if information is received only permissible if information is received at the last minute and has to be inserted in at the last minute and has to be inserted in the letter. When P.S. is used it must be the letter. When P.S. is used it must be initialed or signed by the letter writer to initialed or signed by the letter writer to show that it has not been added by show that it has not been added by someone else.someone else.

SuperscriptionSuperscription It means that which is written on the top or It means that which is written on the top or

the outside. The details written on the the outside. The details written on the envelope. The details are:envelope. The details are:

Name and address of the addresseeName and address of the addressee Name and address of the senderName and address of the sender Mailing instructions, “Quick Mail”, Mailing instructions, “Quick Mail”,

Registered A.D.Registered A.D. Attention line to draw the attention of the Attention line to draw the attention of the

person.person.