Professional Letter & Email Writing Guide

Posted on Oct 25, 2024 in Language

Parts and Layouts of a Letter

Parts of a Letter

Letterhead: A printed heading including company name, logo, and contact information for formal correspondence.
Sender’s Name and Address: Clearly displayed for identification and return contact.
Date: Establishes a timeline for the correspondence.
Receiver’s Designation and Address: Ensures proper delivery and adds formality.
Reference No.: A unique identifier for tracking correspondence (often used in business).
Subject: Briefly summarizes the letter’s purpose.
Salutation: A polite greeting (e.g., “Dear Mr./Ms.”).
Body: The main content, organized into clear paragraphs.
Thank You Line: Expresses gratitude to the recipient.
Complementary Close: A courteous closing phrase (e.g., “Sincerely”).
P.S. (Postscript): An optional brief additional message.
Enclosure: Indicates additional documents included.

Layouts of a Letter

Full Block Format

All lines begin at the left margin. This format enhances readability and maintains professionalism.

LETTERHEAD (Header)
Sender's Name
Address
Date

To,
Designation,
Name of the Organization,
Area - Pin Code

Reference:
Subject:

Salutation

Introductory Paragraph
Core Paragraph
Concluding/Thank You Paragraph

Complimentary Close

P.S.:
Enclosure: 1.
          2.

LETTERHEAD (Footer)

Semi-Block Format

Combines elements of block and modified block formats. Body paragraphs are indented. Sender’s details, date, and complimentary close are aligned right; the subject is centered.

LETTERHEAD (Header)

To,
Designation,
Name of the Organization,
Area - Pin Code

Reference:
Subject:

Salutation

Introductory Paragraph
Core Paragraph
Concluding/Thank You Paragraph

P.S.:
Enclosure: 1.
          2.

Complimentary Close
Sender's Name
Address
Date

LETTERHEAD (Footer)