Essential Elements of a Business Letter
1. Letterhead
The letterhead identifies the sending company or institution. It includes the company logo (or name), full address (including municipality), telephone numbers, fax, website, email, precinct, zip code, and other relevant information. Modern letterheads often prioritize visual appeal, sometimes placing the logo at the top and contact information at the bottom.
2. Place and Date of Issue
This is placed on the right side of the page, centered vertically. For example: Santiago, March 4, 2001. The month is typically written before the day to avoid unnecessary repetition of prepositions.
3. Internal Address
The internal address identifies the recipient within the company. Each piece of information is placed on a separate line:
- Mr. (Mrs. or Miss, as appropriate, never abbreviated)
- Roberto Lafontaine I. (Recipient’s Name)
- Director (Position)
- Headquarters Plaza Vespucio (Branch/Section)
- DuocUC (Company Name)
- Eighteen No. 102 (Street Address – only if mailed)
- Santiago (City/Commune – only if mailed)
- Present (If delivered by hand, fax, or other direct methods)
The street address and city/commune are included only for mailed letters. “Present” is used for other delivery methods.
4. Attention
The attention line identifies an ideal, but not explicit, reader. It should be formal. While more common in the past, it’s often better to obtain the recipient’s name directly. Abbreviate as At.: (e.g., At.: Mr. Marco Montiel G.).
5. Reference
The reference line, placed to the right of the internal address and below the attention line (if any), summarizes the letter in a few words. This helps the recipient quickly understand the topic. It’s always written in the third person and abbreviated as Ref.: (e.g., Ref.: Cleaning System Proposal).
6. Salutation
The salutation alerts the recipient and begins the message. It should be short (two or three words), contemporary (avoid “Sir”), match the internal address, and be followed by a colon (e.g., Dear Mr. Montero:).
7. Body of the Letter
This is the most important part of the letter. It should be clear, concise, and well-organized. It’s typically divided into three paragraphs:
- Introduction: Clearly states the subject of the letter.
- Development: Presents the information and details related to the reference line.
- Conclusion: Closes the message, often including next steps or a call to action.
8. Closing
The closing should be professional and should not be abbreviated (e.g., Sincerely,). Avoid using adverbs alone (e.g., “Cordially”).
9. Signature Block
This identifies the sender, including their name and position on separate lines, with space for a handwritten signature.
10. Initials and Typist Initials
Include the sender’s initials in uppercase, followed by a slash and the typist’s initials in lowercase (e.g., JLC/mtb). This is used when multiple people are involved in creating the letter.
11. Attachments
List any items included with the letter. Use abbreviations like Adj.: or Incl.: (e.g., Adj.: Price List).
12. Copies
List individuals or departments receiving copies, using the abbreviation cc: (e.g., cc: Financial Management).
These elements ensure a professional and effective business letter, adaptable to various needs and company styles.