This blog is about the components of letter writing, and by following all these points, you will learn how to write a standard letter:
- the heading
- the date
- the inside address
- Subject
- the Salutation
- the body
- and the complimentary close
- Signatures
- Enclosures
- Per Procurationem:
- Postscript:
Heading:
The heading is the return address of the sender where the receiver will send his response. The heading is generally printed on the organization’s letterheads that includes name of the organization, its address, contact information, Email address and logo. However, it doesn’t include the writer’s name.
Date:
You should write the date two lines below the heading. It serves the purpose of reference in the future.
Inside Address:
The inside address includes either the name or designation of the receiver. It contains the address and pin code of the receiver. You should include it two lines below the date.
Subject:
The subject helps the receiver to understand the main idea of the letter. It indicates the purpose of the letter. Therefore, it should be clear or precise. Generally, people don’t have enough time to read every line mentioned in the letter. So, the subject line helps provide the gist of the message, which allows the receiver to decide whether the content is worth reading.
Salutation:
Salutation serves the purpose of greetings. You should write it two lines below the inside address. Generally, Salutation begins with Dear Sir/ Dear Ma’am. However, if the sender is in a close relationship with the receiver, you can write the Salutation as Mr. Oberoi or Ms. Oberoi.
Body:
The body of the letter is the longest section, and it should be mentioned two lines below the Salutation. It consists of three parts: introduction, main paragraph, and conclusion. The introduction states the purpose of the letter. The main paragraph includes the key points explained in detail, and the concluding section states the action expected by the writer.
Complimentary Close:
The complimentary close is a closing phrase in the letter, which should be mentioned two lines below the concluding paragraph of the letter. The formality of the complimentary close depends on the relationship between the sender and the receiver. It is a conventional way to end the letter. Most of the business letters include the following complimentary closures:
- Sincerely
- Truly
- Yours Sincerely
- Yours truly
Signatures:
After the complimentary close, two to three lines need to be left for signatures, and just below signatures, you should mention the name and designation of the sender.
Enclosures:
Enclosures are mentioned at the end of the letter. It is used when you enclose any additional document with the letter.
Per Procurationem:
Per Pro is a Latin term that means you are signing the letter on behalf of someone else, just as if they are not present to sign it themselves.
Postscript:
It is written as P.S. at the end of the letter. This is used only when you miss an essential point in the letter; otherwise, there is no need to use this point.
This blog has covered all the main features of letter writing. By using all these elements, you can make your letter-writing skills effective.