Question

Explain the structure of a business letter.

Answer 1

1. Heading: This contains the name and full address of the sender. If written on a company letterhead, the heading is usually pre-printed.
2. Date: Written below the heading, it indicates the date on which the letter is written. This is important for reference and documentation. Month and year names should be written in full, without suffixes like ‘st’ or ‘th’ (3rd or 7th).
3. Reference: A reference number or code may be mentioned below the date to help identify or track the letter in future communication.
4. Inside Address: This is the recipient’s address and includes the name, designation, company name, and full postal address. It is placed on the left margin, below the reference.
5. Salutation: A respectful greeting such as “Dear Sir/Madam” or the recipient’s name (e.g., “Dear Mr. Sharma”) is used to open the letter formally.
6. Body of the Letter: This is the main content of the letter, usually divided into three paragraphs:
   • Subject and Reference: A brief line stating the main theme helps link the letter with previous communication. If mentioned before the salutation, it need not be repeated in the body.
   • Opening Paragraph: Captures the reader’s interest. It may acknowledge previous letters or express gratitude. Use of the ‘you’ approach creates a good impression.
   • Main Paragraph: Contains the core message. It should be clear, concise, and include all necessary details in simple language.
   • Closing Paragraph: States the expected action from the reader. It should be polite yet persuasive, ending on a positive and friendly note.
7. Complimentary Close: A polite closing phrase such as “Yours faithfully” or “Yours sincerely” is used before the signature.
8. Signature: The name, designation, and sometimes contact details of the sender are written here, along with the actual signature.
9. Identification Marks: Often includes the initials of the person who drafted or typed the letter, usually written in lowercase (e.g., ab/xy).
10. Enclosures: If any documents are attached to the letter, they are listed here to inform the recipient (e.g., Encl: Invoice Copy, Quotation).
11. Copy Distribution (CC): Indicates who else is receiving a copy of the letter. It’s usually written as “CC: [Name]”.
12. Postscripts (P.S.): Any extra information that was not included in the body of the letter can be added as a postscript at the end.