Introduction to a Letter

Every type of letter has the same components.

Whether it's a cover letter for a resume or a business letter sent to a client, knowing how to properly write and format a letter is essential for any business professional. If you must write a letter and have never been introduced to the process, it is important to learn about the proper protocol to appear as official as possible.

Letterheads and Headers

A company letterhead, or header with the sender's contact information, is usually found at the top of a letter. The date is typically typed below the header, and is followed by the recipient's name, job title, company name and address, left-justified on the page.

Salutation and Subject

The salutation, or greeting, of a letter should be individualized. While in some cases a generic salutation such as "To whom it may concern" is unavoidable, it is generally recommended that you find out the name of the recipient and address the letter to him using the appropriate honorific or prefix. For example, "Dear Mr. Jones." A subject line, while not required, is typically typed below the salutation and states what the letter is about. For example: "Subject: Letter of Recommendation."

Format

All letters should include an introductory paragraph, a body and a conclusion paragraph. Each paragraph is single spaced, with a space in between paragraphs. The introduction is where you explain you you are and what the purpose of the letter is. More details and any specific requests are included in the body, and the conclusion paragraph is used to indicate what the next step of action is, such as a meeting or an interview.

Closing

A letter should end with a closing just before the sender's name, such as "Thank you," "Sincerely" or "Best regards." According to Purdue Online Writing Lab, only the first word of the closing should be capitalized. Double-space twice between the closing and your typed name in order to make room for your signature.

Extras

While not mandatory, some letters include a postscript and/or enclosures. A postscript is indicated with "P.S." and is a brief statement informing the recipient of an extra bit of information not found elsewhere in the letter. If you are enclosing extra documents with the letter, indicate how many documents with the word "Enclosures" followed by the number in parenthesis. If you are typing a letter on behalf of another individual, your initials would also be found at the bottom of the letter beneath the sender's signature.

References

• Purdue Online Writing Lab: Basic Business Letters

Resources

• Write-Express: Business Letter Format Tips