There are different parts of a letter, and you must know how to write this type of project. Otherwise, you will not be able to effectively communicate in the workplace.
Letter header: here, you will provide your contact details. This information will be located at the top of your letter. This way, your recipient will see who the sender is. It must be clear before your addressee will start reading the letter. Include your title and address; no need for the name. You will include it at the bottom of your letter.
Date: here, you will note the day, month and year when you send the letter. For example January 25, 2010.
Addressee: here, you will include the contact details of the person who will receive and read your letter. Note the name, title, address, and company name. Use spaces to separate each element of the addressee details from each other.
Salutation: the purpose of salutation is to show your respect for the addressee. Choose a salutation that matches the rank, age, and status of your addressee. For example, begin your letter with the words “Dear Sir”, or “Dear Gentlemen.” If you do not know the name of the addressee or your addressee is a company, you can use “To whom it may concern” – it is a standard salutation used in business communication. Just make sure that you choose the salutation wisely because it can define the success and outcomes of your business letter writing. Only when the salutation is complete, you can move to work on the body of your letter.
Body of your letter: this is the main section of the letter. This is where you communicate the key message of your writing. It must have three components.
In the first paragraph, you will introduce yourself and the subject of your writing. You will also explain the purpose of sending this letter to the addressee.
In the second and other paragraphs, you will elaborate on the most important points related to the purpose and intent of your business letter. Be logical. Do not forget about transitions.
Finally, in the last paragraph, include a call to action. What do you expect the addressee to do after reviewing the major points of your letter? Also, do not forget to thank the addressee for reading the letter and spending their time to consider different options.
Closing: at this point, you will include a compliment that continues the main logic of the letter but displays respect and courtesy. The type and length of this closing will vary, depending on your relationship with the addressee. Then, you will sign the letter with your hands. You may also include a postscript if needed.
Postscript: you do not have to include it. However, if you need, you may insert some additional information or a short message for the recipient. For example, you may include a list of documents that accompany the letter.
When working on your letter, use single spacing throughout. Your postscript must be left-aligned.
Letter Size Paper Writing
As for a letter-size paper, it is also an important consideration. You can print your letter on paper of any type or size. More often than not, you will use A4-sized paper. This is the most common and easy-to-use paper size. You can print anything on it. Just consider the type of letter. If you are sending an invitation or printing a memorandum, you may want to consider other options. What you need to do is matching paper size and the purpose of writing, in order to achieve the best result.
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