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- A business letter is a type of written communication written by a secretary.
- Good letter writing is important for maintaining the image of the business.
- The business letters are written with the objective of understanding and take the correct decisions.
The following are the different parts of the business letter:
(a) Heading:
- The heading contains the name, address, telephone number, email id, website CIN of the company.
- It is that part of the business letter which introduces the sender to the receiver.
Eg. TATA MOTORS LTD.
176, S.B. Road. MIDC,
Pune – 411015
CIN – L28920MH1945PLC004520
Telephone – (022)4756823
Email – [email protected]
Website – www.tatamotor.com
(b) Date:
- The date is written on the right-hand side of the letter just below the heading.
- The date includes the date, month, and year.
- A letter without a date is incomplete.
- The date is very important as the letter acts as legal evidence.
- Eg. British style – 1st April 2019 American style – April 1st, 2019
(c) Reference number:
- It is written on the left-hand side below the heading.
- The reference number is given to have a quick reference to the matter concerned.
- The outgoing letter is given a reference number.
(d) Inside address:
- It contains the name, address of the receiver of the letter.
- It is written on the left-hand side of the letter.
- For names, Mr, Shri, Mrs, or Smt are used and for firms, Messrs is used.
(e) Subject:
- The reader gets the idea of the matter of the letter without reading the letter completely.
- It helps to send it to the concerned section.
- It is written in brief as the subject.
(f) Salutation:
- Salutation is a greeting from the writer.
- It creates a favorable impression on the reader’s mind.
- It appears on the left margin below the inside address.
(g) Body of the letter:
- It is the most important part of the business letter.
- It contains the actual message for the receiver of the letter.
- The message should be divided into paragraphs. The first paragraph, Main paragraph, Closing paragraph.
(h) Complimentary close:
- This is the concluding part of the letter.
- It is written below the body of the letter on the right-hand side.
- It shows the polite end of the letter.
- It should match salutation.
(i) Signature:
- It is the final part of the letter.
- A letter without a signature is incomplete and invalid.
- Below the signature, the name and his or her designation are written.
- The person who signs is responsible for the matter written in the letter.
(j) Enclosure:
- It includes documents, cheques, etc. which are attached with the letter.
- It is shown by word enclosure which is written on the left-hand side.
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