Parts of Business Letter-Communication Skills-Lecture Handout, Exercises for Communication Skills. Shri Jagdishprasad Jhabarmal Tibrewala University

Communication Skills

Description: Communication is a process, which involves sharing of information between people through a continuous activity of speaking, listening, and understanding. Communication is important factor in business management. This lecture includes: Parts, Business, Heading, Saluation, Attention, Enclosure, Essential, Body, Address, Signature, Area, Postscipts
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Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
Lesson 32
Parts of Business Letter
Heading - letterhead
Inside address
Attention line
Complimentary close
Signature area
Reference initials
Copies line
Parts of letter
Essential parts
Non-essential parts
Essential parts
Inside address
Complimentary close
Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
Specimen Business Letter
Letter Head Company Letterhead
With address/telephone/fax
Date August 5, 2001
Mr. / Ms. First name Last name
Title or Department
Inside Address Company Name
2000 Street, Suite 100
City, State Zip
Salutation Dear Mr. / Ms. Last Name:
I am writing to request information about
Accommodations in the Seattle area. Our company is
Body sending six senior managers to Seattle to attend an
executive training program at the University for two months
in the fall.
I understand that there are several different housing options
Body available for international visitors: university residence halls, home stays,
hotels, and apartments. Which would you recommend?
I would appreciate any information you could send
Body me.
Complementary Sincerely,
Close First name last name
Signature First name Last name
Non-essential parts
Addressee notation
Attention line/ Reference
Subject line
Reference initials
Copy notation/Carbon copy (CC)
Mailing notation
Post script
Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
Heading -letterhead
A heading shows where the letter comes from, and if it is letterhead stationary, it is usuall y at the
top center of the letter. If you are not using letterhead stationary, your return address, but not
your name, is typed directly above the date about 2 inches from the top.
A heading includes, most if not all of the following information:
- Name of the firm and its full postal address
- Name of department
- Telephone, fax, telex number and E-mail.
-Optional: directors name, logo, trade mark, firm’s starting date
The date is typewritten two to six lines below the last line of the letterhead. The date indicates
when the letter was written. If your letter is completed over a number of days, use the date it was
finished. The date is placed at the left margin or so it ends with the right margin.
Date sequence preferred is:
- December 5, 2005 – month, day, year; or in figures like 12/5/05 (American style). In
Europe & Asia – 5/12/05.
Inside address
The inside address is the recipient’s address. Always best to write to a specific individual. Write at the
left-hand margin. Includes name & address of the individual, group or organization. If the addressee has
no professional title like “Dr.” “Prof.” use courtesy titles i.e. Mr., Mrs., Miss or Ms.
Example: Mr. A. R. Qureshi,
General Manager, XYZ Corporation,
P. O. Box 1234
Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
Salutation and complimentary close
The salutation (or opening greeting) is typed on the 2nd line below the inside address, two lines above the
body, & even with the left margin. Salutation is conventionally paired with an appropriate complimentary
close ( the ‘signing off’), to end the letter in a similar tone and formality.
Main body
The main body of the letter is divided logically into the paragraphs. Paragraphs are conventionally
separated by two line spaces for clarity; whether or not the first line of each is indented from the left hand
Complimentary close
The closing begins at the same horizontal point as your date and one line after the last body paragraph.
Most popular closes are: Sincerely, Sincerely yours, Very truly yours, yours very truly. When the letter is
informal, additional closes are often used, like Warm regards, Best regards & Best wishes. From UK and
Asia closing is; faithfully yours.
Leave four lines between the closing and the sender’s name for a signature.
Signature area
You can include in the signature area several identifications: name of your company, your
signature, your typewritten name, and your business tile.
Mohammad Nazim
Close, informal
More personal.
Yours sincerely,
Kind regards.
Best wishes.
Dear Jaffer/ Jamila
My dear Jaffer/ Jamila
Friendly ( or would-be-
friendly, e.g for selling
or conciliatory letters).
Implied relationships.
Yours sincerely,
Dear Dr/Mr/Mrs/Miss
Dear Colleague
Dear Customer
Formal Situations
Recipient not
personally known
Recipient senior in
years, position
Yours faithfully,
Dear Sir/Madam/Sirs
(Name not used)
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