Include Information about the Company: One must clearly state the name and the address of the company. Try to use a letterhead of the company for any business use. Include the date: Writing the date helps the person to have a record of the on_going business. Add the Recipient’s Information: In a business letter, one must clearly type the name, address, and the job title of the recipient to remove any ambiguity. Choose a Salutation: It is a way of showing respect towards the recipient. One can also use ‘To Whom It May Concern’ if he doesn’t know the person addressed.
The Complimentary Close: It is a humble way of ending a letter. It is written in accordance with the salutation. The most generally used complimentary close are Yours faithfully, Yours sincerely, and Thanks & Regards. Signature and Writer’s Identification: It includes signature, name, and designation of the sender. It can also include other details like contact number, address etc. The signature is handwritten just above the name of the sender. Enclosures: Enclosures show the documents attached to the letter. The documents can be anything like cheque, draft, bills, receipts, invoices etc. It is listed one by one. Copy Circulation: It is needed when the copies of the letter are sent to other persons. It is denoted as C.C. PostScript: The sender can mention it when he wants to add something other than the message in the body of the letter. It is written as P.S.