Parts of the Business/Formal letter :
In a formal letter always contained the letterhead. The purpose is to know the name and address of the office or company and other information from the company or the sender’s office. In general, the letterhead consists of:
1. The name of the office, company or organization
2. Address or street name and building number
3. Phone number
4. Facsimile number
5. Name and address of branches
6. Banker’s name
7. Kinds of business
8. Drum number or postal mailbox
9. Emblem or logo
The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date.
The inside address consists of the name of the person or of the firm and the address. The state may, in the case of certain very large cities, be omitted.
Salutation in a personal letter or business letter is very important to be included because it is:
a. a mark of respect from the sender to the recipient
b. a token of appreciation from the sender to the recipient
c. sign of affection from the sender to the recipient
But in letter government agencies, salutations don’t need to be used. Because in a letter government agencies must have firmness, for example is the decision letter.
The salutation is followed by a colon or a comma. In business letters the forms of salutation in common use are: “Dear Sir,” “Gentlemen,” “Dear Madam,” and “Mesdames.”
BODY OF LETTER (TEXT)
The contents of the actual letter that includes what must be reported, are required, otherwise the recipients of the letter. To avoid misunderstanding, the contents of the letter should be brief but clear and the reader truly understands the intent and desire of the sender. The first if you want to write the body of letter, you must establish in advance the intent and purpose of the letter, define the problems presented to the reader, formulating the main points of discussion one by one in sequence and a logical and interesting sentences.
When the salutation is addressed to name of person/individual, you may use:
When the salutation is addressed to department or position name, you may use:
Usually, you may type your name four line below the complimentary close and sign your name in between.
If you are a woman and want to make your marital status clear, use Miss, Ms., or Mrs. in parentheses before the typed version of your first name.
Whenever possible, include your title or the name of position you hold just below your name.