Business

1. Your Address (Return Address):

   • This is your address. It goes at the top right corner of the letter. Include your street address, city, state, and ZIP code.

2. Date:

   • The date is placed below your address on the right or left side, depending on the format you choose. Write the date in full (e.g., January 1, 2023).

3. Recipient's Address (Inside Address):

   • This is the address of the person or organization you're sending the letter to. Include their name, title, company (if applicable), street address, city, state, and ZIP code. It goes below the date.

4. Salutation:

   • This is your greeting to the recipient. Use "Dear" followed by their title and last name (e.g., Dear Mr. Smith:). If you don't know the recipient's name, you can use a general greeting like "To Whom It May Concern:".

5. Subject Line:

   • The subject line is optional but can be helpful. It briefly states the purpose of the letter. For example, "Re: Inquiry About Product Pricing."

6. Body:

   • This is the main part of the letter where you write your message. Keep it concise and focused on the purpose of the letter. Use paragraphs to organize your thoughts.

7. Complimentary Close:

   • This is the polite closing phrase before your name. Common examples include "Sincerely," "Yours faithfully," or "Best regards."

8. Your Name:

   • Sign your name just below the complimentary close. If you're sending a physical letter, leave space for your actual signature.

9. Title (if applicable):

   • If you have a job title, include it below your name. For example, "John Smith, Marketing Manager."

10. Enclosures/Attachments (if applicable):

    • If you're including additional documents with the letter, list them here. For instance, "Enclosures: Resume, References."

11. Copy Recipient(s) (if applicable):

    • If you're sending copies of the letter to others, mention their names and titles here. For example, "cc: Jane Doe, Human Resources Manager."

12. Reference initials (if applicable):

    • If someone other than you typed the letter, their initials can go here. For instance, "JB" for Jane Doe.

13. Postscript (P.S.) (optional):

    • If you want to add a brief note after signing your name, you can use a postscript. It's a way to include additional information or a personal touch.

Example of parts of a simple business letter

Now, to conclude the letter with a made-up name and business:

Sunny Days Corporation 123 Main Street Sunville, CA 98765 January 15, 2023

Mr. John Smith Acme Widgets Inc. 456 Elm Avenue Cloud City, NY 12345

Dear Mr. Smith,

Subject: Inquiry About Product Pricing

I hope this letter finds you well. I am writing to inquire about the pricing of your widgets. We are interested in purchasing a significant quantity for our upcoming project and would appreciate more information on your pricing structure, including any available discounts for bulk orders.

Your prompt response would be greatly appreciated. Please find attached our contact information for your convenience.

Sincerely,

[Your Name] John Doe Sales Manager

Enclosures:

• Contact Information

cc: Jane Smith, Procurement Manager Mark Johnson, Finance Director

P.S. Thank you for your attention to this matter.

Parts of a Business Letter

Your Address (Return Address):

• Meaning: Your address, where you live or work.
• Example: "I wrote my address at the top right of the letter."

Date:

• Meaning: The day when you write the letter.
• Example: "I put the date, January 1, 2023, below my address."

Recipient's Address (Inside Address):

• Meaning: The address of the person or company you are writing to.
• Example: "I wrote the recipient's address below the date."

Salutation:

• Meaning: A polite way to greet the person you are writing to.
• Example: "I started the letter with 'Dear Mr. Smith:'."

Subject Line:

• Meaning: A short line that tells what the letter is about.
• Example: "I added a subject line: 'Re: Inquiry About Product Pricing.'"

Body:

• Meaning: The main part of your letter where you write your message.
• Example: "In the body of the letter, I explained why I was writing."

Complimentary Close:

• Meaning: A polite way to end your letter.
• Example: "I ended the letter with 'Sincerely,'."

Your Name:

• Meaning: Your full name.
• Example: "I signed my name, John Doe, after 'Sincerely,'."

Title (if applicable):

• Meaning: Your job title, if you have one.
• Example: "I included my title, Sales Manager, under my name."

Enclosures/Attachments (if applicable):

• Meaning: Any extra items you include with your letter.
• Example: "I listed the enclosures: 'Enclosures: Contact Information.'"

Copy Recipient(s) (if applicable):

• Meaning: Names of other people who get a copy of your letter.
• Example: "I added 'cc: Jane Smith, Procurement Manager.'"

Reference initials (if applicable):

• Meaning: Initials of the person who typed the letter, if it wasn't you.
• Example: "I put 'JB' for Jane Doe, who typed the letter."

Postscript (P.S.) (optional):

• Meaning: A short note is added at the end of the letter.
• Example: "I added a P.S. to thank Mr. Smith for his attention."

Conclusion: What You've Learned

Congratulations on completing this lesson! You now know the essential parts of a business letter and how to use them. Remember, a well-written business letter can make a big difference in professional communication. If you have any inquiries or need further assistance, please get in touch with us at our Facebook page www.facebook.com/learningenglishfree.co.uk.