Parts of a Business Letter Prepared by: Ms. Rima Dabdoub Bethlehem University

1. Parts of a Business LetterPrepared by:Ms. RimaDabdoubBethlehem University

2. Letter Formats • The most popular formats are block, modified block, and simplified

3. Dateline • June 21,2007

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

5. 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 person’s organizational title, such as Director may be included on the first line

6. 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: Mr. Nader Awad, Vice President

7. Salutation Dear Nader, (writer/reader know each other well) Dear Mr. Awad: (appropriate in most cases)

8. 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

9. Second Page Heading Ms. Helen E. Khouri 2 June21, 2007 Or Ms. Helen E. Khouri (name of addressee) June 21, 2007 Page 2

10. Closing • Sincerely,

11. 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 writer’s 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

12. Information Notations • In the lower left corner of the letter appears the abbreviated notations for enclosures (Enc.,Enc.-3)

13. Initials • Initials of the writer and the typist NA:sm

14. CC (Carbon Copy) • Copies for other readers (cc: Nader Awad, copy to Nader Awad)

15. Postscripts • Referred to as PS • These are placed after any notations • These are effective in Sales letters

16. 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).

17. 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)

18. 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

19. Thank you for your attention