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See the following diagram to see what these different parts are:
Now let us discuss each part of the business letter as shown on the diagram.
At the top of the diagram you could see the Letterhead and Logo.
The letterhead shows the name of the organization with some distinctiveness. Most established and prestigious organizations use letterhead stationary. Good quality paper is used and the letterhead is printed in an attractive an well balanced manner. In the letterhead the address and other contacts numbers as telephone, fax, email etc. may also be given. There are no set rules on how to place the letterhead on the paper and you can choose any style you want for you organization.
The logo is a graphic symbol, which is given along with the letterhead. Often the logo is the same as the trademark of an organization. The logos are made to be attractive and amusing so that the recipient could remember them easily.
You can see in the diagram showing the parts of a business letter, the date of the letter appears after the letterhead and logo. The date may be put in the order preferred, such as, day-month-year or month-day-year.
After the date, comes the inside address. The inside address consists of the recipient’s full name, and full postal address.
Next you can see the salutation. This is a courteous greeting by the sender of the letter to the recipient of the letter. Usually the salutation starts with Dear _ _ _ _.
After that you can see the subject line. The subject line is the gist of what the letter is about. Next you can see the body paragraphs. You will learn more about the body paragraphs in the next module.
After the body paragraphs comes the complimentary close. This is a formal ‘good-bye’ to the recipient of the letter by the sender.
After the complementary close the sender should put is signature.
Below the signature should come the name and designation or department of the recipient.
Enclosures are sometimes put at the bottom of the letter when something is attached with the letter.
If more than one thing are attached these should be named or numbered.
Copy is also indicated when copies of the letter is sent to more people than the recipient. The persons to whom the copies are sent are named with their designation.