Parts of a Business Letter Prepared by: Rima Dabdoub Bethlehem University Maher ARAFAT AnNajah Natio

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Parts of a Business LetterPrepared byRima
DabdoubBethlehem UniversityMaher
ARAFATAn-Najah National University
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Letter Formats

• The most popular formats are block, modified
  block, and simplified

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Header Footer
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Return Address

• Your return address is printed on the letterhead.
  Line 13 from top of page
• Letterhead (the usual heading) shows the
  organizations name, full address, telephone
  number, and e-mail address, also the name of an
  individual within the organization

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Dateline

• Dateline might be in different format depending
  on the country and firms writing style and
  preferences.
• June 21,2007
• 6/7/2009
• Sunday, June 07, 2009
• ?????? 14 ????? ???????? 1430

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Inside address

• The mailing address, complete with the title of
  the person being addressed, makes up the inside
  address
• Include titles such as Dr. Ms. Mr.
• The persons organizational title, such as
  Director may be included on the first line

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Attention line

• The attention line is placed a double space after
  the inside address and a double space before the
  salutation
• Some executives address the letter to the company
  in the inside address and then use an attention
  line to direct the letter to a specific officer
  or department
• Attention Dr. Maher Natsheh, Vice President

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Salutation

• Dear Maher, (writer/reader know each other well)
• Dear Mr. Natsheh (appropriate in most cases)

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Subject line

• Tells what the letter is about
• It identifies specific/helpful material
• date of previous correspondence
• invoice number
• order number
• Subject Your June 2nd inquiry about
• Re Please refer to invoice A-340

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Body

• Abstract a one or two statements highlighting
  the topic of the letter.
• Body one or more paragraphs explaining the topic
  statements.
• Conclusion usually one paragraph emphasizing the
  main ideas.

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Second Page Heading

• Dr. Maher Natshed 2 June21, 2007
• Or
• Dr. Maher Natsheh (name of addressee)
• June 21, 2007
• Page 2

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Closing

• Sincerely,

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Signature Block

• Printed signature appears on the fourth line
  below the closing
• A short name and title may appear on the same
  line, separated by a comma
• The writers signature appears in the space
  between the closing and the printed signature
• The firm name in capitals and blocked may appear
  on the second line below the closing phrase

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Information Notations

• In the lower left corner of the letter appears
  the abbreviated notations for enclosures (Enc.,
  Encl)

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Initials

• Initials of the writer and the typist
• NAsm

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CC (Carbon Copy)

• Copies for other readers
• cc Raed Qadi,
• copy to Nader Awad

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Postscripts

• Referred to as PS
• Include ideas not mentioned within the letter.

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Body

• For block formats, single space and left justify
  each paragraph within the body of the letter.
  Leave a blank line between each paragraph.
• In the first paragraph, consider a friendly
  opening and then a statement of the main point.
  (Purpose of letter and previous reference).

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Body (contd.)

• The next paragraph should begin justifying the
  importance of the main point.
• In the next few paragraphs, continue
  justification with background information and
  supporting details. (Discussion)

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Body (contd.)

• The closing paragraph should restate the purpose
  of the letter and, in some cases, request some
  type of action. (Request or summary)
• Personal comments

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• Thank you for your attention