Many organizations have their own formats for letters; so, depending on where you work, some of these parts may appear at different locations on the page. But in general a letter contains the elements listed in the following slides.

Heading and Date If your stationary has a company letterhead, simply include the date a few lines below, flush against the right or left margin. On blank paper, include your return address and the date (but not your name). Use the Postal Service’s two-letter abbreviations: FL, in your heading, in the inside address, and on the envelope.

Inside Address Two to six line spaces below the heading, flush against the left margin, is the inside address (the address to which you are sending the letter). Whenever possible, address a specifically named recipient, and include the person’s title. Depending on the letter’s length, adjust the vertical placement of your return address and inside address to achieve a balanced page.

Salutation The salutation, two line spaces below the inside address, begins with a professional greeting and ends with a colon: If you don’t know the recipient’s name, use the position title or, preferably, an attention line. Only address the recipient by first name if that is the way you would address that individual in person. No satisfactory guidelines exist for addressing several people within an organization: Ladies and Gentlemen, To Whom It May Concern are good examples

Body Text Begin the text of your letter two line spaces below the salutation or subject line. Business letters typically include: 1. A brief introductory paragraph that identifies your purpose and connects with the recipient’s interest. 2. One or more discussion paragraphs that present details of your message 3. A concluding paragraph that sums up and encourages action

Closing The closing, two line spaces below the last line of text, should be parallel the level of formality used in the salutation and should reflect your relationship to the recipient (polite but not overly nice). These include: Respectfully, Cordially, Best Wishes, Regards, and Sincerely Align the closing with the letter’s heading.

Signature Type your full name and title on the fourth and fifth lines below and aligned with the closing. Sign in the triple space between the closing and your typed name. If you are representing your company or a group that bears legal responsibility for the correspondence, type the company’s name in full caps two line spaces below your complimentary closing; place your typed name and title four line spaces below the company name and sign in the triple space between.