PARTS OF A FORMAL LETTER

PARTS OF A FORMAL LETTER

1. Sender's Address

   • Include complete address with pincode
   • Avoid using abbreviations
   • Place a comma at the end of every line of the address
   • Place a full stop after the last line

2. Date

   • If using numerals, use the format DDMMYY (05.02.2015)
   • other formats use 5th May,2013 or May 05,2013
   • Salutation
     • Use appropriate form of tittle to address the recipient; eg: Dear Dr. Adam
     • When not using the name of the recipient, formal salutation can be used; for example Dear Sir/Madam, etc
     • Place a comma after the salutation

3. Recipient's Address

   • Include recipient's designation, department & name of company where applicable
   • Include complete address with pincode
   • Place a comma at the end of every line of the address
   • Place a full stop after the last line

4. Subject of the letter

   • This tell the recipient what the letter is about
   • It should be brief, precise and preferably expressed in one sentence

5. Body

   • The body of the letter should be clearly divided into 3 parts, namely, introduction, message, conclusion
   • The language & the tone should be appropriate to the purpose of the letter

6. Complementary Close

   • Any of the formal expressions of subscriptions maybe used; for example Yours faithfully/sincerely; Sincerely yours; yours truely, etc
   • Always begin with a capital letter
   • The word yours does not have an apostrophe
   • Begin the second word with a small letter

7. Signature

   • The full name of the sender is written below the complementary close
   • The designation or the proffesional rank of the sender maybe written below the signature

8. Enclosures

   • If you are enclosing something with your letter, you may indicate this by writing the abbreviation, "Encl." below the signature
   • If you are enclosing more than 1 item, list the items.

9. Copies

   • If you are sending a copy of the letter to another person, indicate by writing the abbreviation "cc" followed by the person's name
   • Write the abbreviation "cc" below the signature or the "Encl"
   • "cc" stands for carbon copy or courtesy copy