Parts of a Business LetterParts of a Business LetterPrepared by:Prepared by:

Rima DabdoubRima DabdoubBethlehem UniversityBethlehem University

Maher ARAFATMaher ARAFATAn-Najah National UniversityAn-Najah National University

Letter FormatsLetter Formats

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

Header & FooterHeader & Footer

Return AddressReturn Address

Your return address is printed on the Your return address is printed on the letterhead. Line 13 from top of pageletterhead. Line 13 from top of page

Letterhead (the usual heading) Letterhead (the usual heading) shows the organization’s name, full shows the organization’s name, full address, telephone number, and e-address, telephone number, and e-mail address, also the name of an mail address, also the name of an individual within the organizationindividual within the organization

DatelineDateline

Dateline might be in different format; Dateline might be in different format; depending on the country and firm’s depending on the country and firm’s writing style and preferences.writing style and preferences.

June 21,2007June 21,2007 6/7/20096/7/2009 Sunday, June 07, 2009Sunday, June 07, 2009   1414األحد، األحد، الثانية،   جمادى الثانية، 14301430جمادى

Inside addressInside address

The mailing address, complete with the The mailing address, complete with the title of the person being addressed, title of the person being addressed, makes up the inside addressmakes up the inside address

Include titles such as Dr., Ms., Mr., Mrs.Include titles such as Dr., Ms., Mr., Mrs. The person’s organizational title, such The person’s organizational title, such

as Director may be included on the first as Director may be included on the first lineline

Attention lineAttention line

The attention line is placed a double The attention line is placed a double space after the inside address and a space after the inside address and a double space before the salutationdouble space before the salutation

Some executives address the letter to Some executives address the letter to the company in the inside address and the company in the inside address and then use an attention line to direct the then use an attention line to direct the letter to a specific officer or departmentletter to a specific officer or department

Attention: Dr. Maher Natsheh, Vice PresidentAttention: Dr. Maher Natsheh, Vice President

SalutationSalutation

Dear Maher, (writer/reader know each other Dear Maher, (writer/reader know each other well)well)

Dear Mr. Natsheh: (appropriate in most cases)Dear Mr. Natsheh: (appropriate in most cases)

Subject lineSubject line

Tells what the letter is aboutTells what the letter is about It identifies specific/helpful material: It identifies specific/helpful material:

date of previous correspondencedate of previous correspondence

invoice numberinvoice number

order numberorder number

Subject: Your June 2Subject: Your June 2ndnd inquiry about… inquiry about…

Re: Please refer to invoice A-340 Re: Please refer to invoice A-340

BodyBody

AbstractAbstract: a one or two statements : a one or two statements highlighting the topic of the letter.highlighting the topic of the letter.

BodyBody: one or more paragraphs : one or more paragraphs explaining the topic statements.explaining the topic statements.

ConclusionConclusion: usually one paragraph : usually one paragraph emphasizing the main ideas. emphasizing the main ideas.

Second Page HeadingSecond Page Heading

Dr. Maher Natshed 2 June21, 2007Dr. Maher Natshed 2 June21, 2007

OrOr

Dr. Maher Natsheh (name of Dr. Maher Natsheh (name of addressee)addressee)

June 21, 2007June 21, 2007

Page 2Page 2

ClosingClosing

Sincerely,Sincerely,

Signature BlockSignature Block

Printed signature appears on the fourth line Printed signature appears on the fourth line below the closingbelow the closing

A short name and title may appear on the A short name and title may appear on the same line, separated by a commasame line, separated by a comma

The writer’s signature appears in the space The writer’s signature appears in the space between the closing and the printed signaturebetween the closing and the printed signature

The firm name in capitals and blocked may The firm name in capitals and blocked may appear on the second line below the closing appear on the second line below the closing phrasephrase

Information NotationsInformation Notations

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

InitialsInitials

Initials of the writer and the typistInitials of the writer and the typist

NA:smNA:sm

CC (Carbon Copy)CC (Carbon Copy)

Copies for other readersCopies for other readers cc: Raed Qadi, cc: Raed Qadi, copy to Nader Awadcopy to Nader Awad

PostscriptsPostscripts

Referred to as PSReferred to as PS Include ideas not mentioned within Include ideas not mentioned within

the letter.the letter.

BodyBody

For block formats, single space and For block formats, single space and left justify each paragraph within the left justify each paragraph within the body of the letter. Leave a blank line body of the letter. Leave a blank line between each paragraph.between each paragraph.

In the first paragraph, consider a In the first paragraph, consider a friendly opening and then a friendly opening and then a statement of the main point. (Purpose statement of the main point. (Purpose of letter and previous reference). of letter and previous reference).

Body (contd.)Body (contd.)

The next paragraph should begin The next paragraph should begin justifying the importance of the main justifying the importance of the main point. point.

In the next few paragraphs, continue In the next few paragraphs, continue justification with background justification with background information and supporting details. information and supporting details. (Discussion)(Discussion)

Body (contd.)Body (contd.)

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

Personal commentsPersonal comments

Thank you for your attentionThank you for your attention