We encounter business letters daily in our mail, or in maybe our workplace. However, the ever familiar business letter turns into an enigma whenever we are the ones who are supposed to write it. Most people may not even know the different between a business letter and a business memo, not to mention know the structure or format of how to write one.
The difference between a letter and a memo
A letter is normally targeted at a party outside of your of your organization while a memo is usually sent to a member of your own organization.
You may be wondering; "So, what is the big difference? A business letter is a letter, isn't it?" Well, although they share many similar characteristics such as length, style of writing or formality, they do differ in terms of structure and format. A business letter represents the voice of the company, and thus should be written in a most professional manner. In the following section, we shall examine the structure of a business letter in greater detail.
Structure of Business Letter
A business letter is typically composed of the following components:
- A Letterhead: The letterhead is the company's logo, and usually exists at the top of the letter for all to see.
- Date Drafted: The letterhead is usually followed up by the date of which the letter was drafted.
- The Name and Address of the Recipient: An typical example of this would be
Ms. John C. Doe
Managing Director
XXX Company
1050 Omega Boulevard
Houston, Texas 23456
- Salutation: The salutation refers to how you greet the recipient. Examples include; "Dear John" or "Dear Mr Doe". Alternatively, if you do not know the name of your recipient, you may write; "Dear Sir/Madam." Use a similar level of formality in your salutation as you would use when talking to that same individual on the phone.
- Subject Line: This line indicates what the letter is all about. It indicates the main message of the letter. Good subject lines are concise, and specific as well as appropriately written depending on the contents of the message.
For example, the message line of a positive message should state the good news. A persuasive message should include your stance and some reader benefit for instance. It all depends on the contents as well as the context of the message. - Contents of your message: The message that you would like to communicate to your respondent. It is the purpose of your entire letter.
- Complementary Close: This cool sounding name is actually the statement which usually precedes your name in most letters. Examples include "Yours sincerely" or "yours faithfully."
- Signature and the Name of the Sender: This section of the letter consists of the signature together with the writer's name as well as his or her designation.
- Enclosures: This indicates any additional documents enclosed with your letter, indicated by the letters "Encl."
Layout of a Business Letter
Once the format of the letter is in place, you will have to pay attention to the layout of the letter. There are two main layouts, consisting of the "block format" as well as the "modified block format." The main differences between these two layouts include the alignment of the signature block as well as the paragraph indentation.
Other Annoying Things to take Note of:
If adhering to a proper professional layout was not troublesome enough, there are also punctuation styles to take note of. There are two formats of punctuation, the "mixed punctuation" as well as the "open punctuation." Mixed punctuation is used by most organizations but open punctuation will be easier to remember as well as to write.
As you can plainly see, a truly professional business letter is no small order.
Sacrifices are needed to produce a professional image are great, but courtesy is made up of petty sacrifices. Besides adhering to a proper format, your mannerism as well as tone of the letter will have to be appropriate to the occasion. You can read more about interpersonal communication here. By adhering to the points mentioned above, your business letters will appear professionally written and will reflect well on your company as well as on yourself.
