Elements of a Professional Letter

A professional-looking letter makes a good impression.

Letters are an important part of business communication as letters are more professional and formal than electronic mail and more permanent and precise than conversations over the telephone or in person. Professional organizations generally use letters to communication with businesses or individuals outside of the organization. When writing a professional or business letter, always include the main elements of the letter, which are the heading, date, recipient’s address, salutation, body, closing and end notations. To maintain the formality of the letter, refrain from indenting any of these elements.

Heading

The heading includes your full address. Letters printed on company letterhead do not need a heading as the letterhead itself serves that function.

Date

The date sits two to six lines below the heading of the letter, depending on the letter's length. Do not use abbreviations when writing or typing the date.

Recipient’s Address

The third element of a professional letter is the recipient’s address. This element sits two to four lines below the date and includes several items, including the recipient’s title, such as Ms. or Dr., full name, job title if necessary, the name of the institution and the full address.

Salutation

The salutation sits approximately two lines below the recipient’s address. The salutation includes the word “Dear,” the recipient’s title and last name. The salutation in a formal letter always ends with a colon.

Body

The fifth element of a professional letter is the body of the letter. The body of a professional letter should be brief and to the point.

Closing Phrase

The sixth element of a professional letter is the closing phrase of the letter, such as “Sincerely” or “Yours truly.” This element sits approximately two lines below the ending paragraph of the body of the letter. Approximately four lines below the closing phrase, type you full name. Between the closing phrase and your typed name, insert your signature.

End Notification

The seventh and final element of a professional letter is the end notification. This element sits at the bottom of the professional letter and includes notations about who is receiving a copy of the letter or any enclosed materials, including the number of pieces, such as three pages, in the letter.

References

• Savvy Business Correspondence: Full Block Business Letter
• The Mayfield Handbook of Technical and Scientific Writing: Letters