Appearance and Design of Business Letters

Business Letters

A business letter is a formal way to send a written message to someone outside your
company or school—like a customer, company, or school official. It’s different from
casual or personal letters. Business letters follow a clear structure and are written
politely.

Stationery and Envelopes

When writing a business letter, it is important to use the right paper and envelope.
Here is what to keep in mind:

1. Paper Quality, Size, and Color

 Use high-quality white or light-colored paper.

 The usual size is 8.5 x 11 inches.
 Avoid bright or dark colors. Keep it simple and professional.
 Paper should not be too thick or too thin—just the right feel.

2. Letterhead

 A letterhead is the top part of a page with your company or organization’s name,
logo, and contact info.
 It is printed on the paper and gives the letter a professional look.

Envelopes

When mailing a business letter, it is important to use the right format on the envelope.

Two Types of Addresses:

 1. Return Address – This is your address (the sender), usually in the top left
corner of the envelope.
2. Delivery Address – This is the receiver’s address (the person you are writing
to), placed in the center of the envelope.

Order of Information for the Receiver's Address:

1. Name of the person (e.g., Ms. Lisa Johnson)

2. Their department (e.g., Admissions Office)
3. Their organization (e.g., Hunter College)
4. Building name (if there is one)
5. Street address and room number
6. City, state, and ZIP code
7. Country (if you are sending it to another country)

Letter writing
 Letters are among the most important and official business documents. They are
important because:

1. They represent your company’s public image and your competence.

2. They are far more formal than other types of business communication.

3. They constitute an official legal record of an agreement.

4. They are more permanent than e-mails.

5. They are the official and expected medium through which important
documents and attachments are sent to readers.

6. They are still the standard medium through which to conduct business
with many international audiences.

7. A hard-copy letter is confidential.

Letter formats
 Full Block Format: All information is flush against the left margin, with spaces
between paragraphs.

 Modified Block Format: The sender’s address (if not already imprinted on the
letterhead), date, complimentary close, and signature are positioned on the right
side of the letter. All of these elements are aligned. Paragraphs may or may not
be indented.

Standard Parts of a Letter

 Letterhead: A letterhead is special stationery for a company or organization to
send out an official letter. It is the pre-printed information at the top of the letter
that usually includes their name, logo, address, and contact details. Think of it as
their brand identity right on the page, making the letter look professional and
easily identifiable as coming from them. It helps the recipient quickly know who
sent the letter and how to get in touch. If you have a letterhead, there is no need
to write the sender’s address.

 Heading/Sender’s Address: The heading may be either your company’

letterhead or your full return address.

 Date line: Spell out the name of the month in full, and include the date and year

 Inside address: The name and address of the person to whom the letter is being
written.

 Salutation: For instance, “Dear Dr. Brown.” Use a comma after the salutation in
a formal letter OR you can use a colon (:) instead.

 Body: The complete message portion of the letter, which consists of 3 to 4

paragraphs or even more (depending on the length of your message).

 Complementary close: For instance, “Sincerely” or “Yours truly”.

 Signature: Allow three or four spaces for your handwritten signature, and type
your name and title above/below the handwritten signature.
 Optional Parts of a Letter

1. Attention Line
The attention line tells exactly who in the company or office should read the letter,
especially if it is going to a department or large organization. It helps make sure the right
person sees it quickly. It is usually placed right before the salutation.

Example:
Attention: Ms. Lisa Gomez, Hiring Manager

2. Subject Line
The subject line gives a quick idea of what the letter is about. It helps the reader
understand the purpose before reading the whole letter. It is written in all capital letters
or underlined and is placed between the salutation and the body of the letter.

Example:
SUBJECT: REQUEST FOR LOAN

3. Enclosure Notation
This tells the reader that something else is included with the letter, like a resume, form,
or report. It is placed at the bottom of the letter and helps the reader know to look for
extra documents.

Example:
Enclosure: Resume and Reference List

4. Copy Notation
Copy notation shows that a copy of the letter has been sent to someone else. It is
written as “cc:” followed by the person’s name. This is used when more than one person
needs the information in the letter.

Example:
cc: Mr. James Carter
5. File or Account Number
This helps the company identify your file, account, or case quickly. It is especially useful
in official or business letters where tracking is needed. It can be placed at the top of the
body of the letter or in the subject line.

Example:
Account Number: 123456789

6. Postscript (P.S.)
A postscript is a short message added at the end of a letter after the signature. It is
used to add a quick note, reminder, or something you forgot to mention in the main
letter. It is friendly and informal.

Example:
P.S. I will be out of town next week, so please email me instead of calling.
 SAMPLE 1: FULL BLOCK FORMAT

20-54 Jackson Avenue

Brooklyn, NY 11352
HEADING (your address
and date) June 28, 2007

Ms. Jennifer Esposito

ADDRESS (of the person John Doe Fellowship
you are writing to) 595 Park Avenue
New York, NY 10021

SALUTATION Dear Ms. ABC,

The John Doe Fellowship has always been a goal of mine. Since choosing to study
BODY OF THE history, I’ve wanted to be part of your program. From what I’ve learned, it offers a
LETTER hands-on way to explore history through fossils, artifacts, and other important items. I
believe this program will help me grow in my career and better understand how history
is built.

I’m a hardworking and focused person with strong people skills. I’ve studied many time
periods, with a special interest in ancient history. In 2004 and 2005, I worked as a tour
guide at the Metropolitan Museum of Art, where I gained knowledge about both art and
how history is presented. This inspired me to also guide tours at the American Museum
of Natural History, deepening my interest in history and artifacts. In the future, I hope to
do research and become a history professor.

I believe my background and passion make me a great fit for your program.

Thank you for considering my application. I look forward to your response.

COMPLIMENTARY Sincerely,
CLOSE ABC
(Title)
(0938) 352-5425

SIGNATURE _____________

ENCLOSURES OR Enclosure/enc.
DISTRIBUTION
 SAMPLE 2: MODIFIED BLOCK FORMAT
123 Corona Blvd.
Flushing, NY 11235
HEADING (your address
and date) July 3, 2007

Dr. Steven Serafin,

ADDRESS (of the person Director Reading/Writing Center
you are writing to) Hunter College
695 Park Ave
New York, NY 10065

SALUTATION Dear Dr. ABC,

The John Doe Fellowship has always been a goal of mine. Since choosing to study
BODY OF THE history, I’ve wanted to be part of your program. From what I’ve learned, it offers a
LETTER hands-on way to explore history through fossils, artifacts, and other important items. I
believe this program will help me grow in my career and better understand how history
is built.

I’m a hardworking and focused person with strong people skills. I’ve studied many time
periods, with a special interest in ancient history. In 2004 and 2005, I worked as a tour
guide at the Metropolitan Museum of Art, where I gained knowledge about both art and
how history is presented. This inspired me to also guide tours at the American Museum
of Natural History, deepening my interest in history and artifacts. In the future, I hope to
do research and become a history professor.

I believe my background and passion make me a great fit for your program.

Thank you for considering my application. I look forward to your response.

COMPLIMENTARY Sincerely,
CLOSE XYZ

SIGNATURE

ENCLOSURES OR
DISTRIBUTION Enclosure/Enc.