Parts of a Business Letter
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the letter, not yourself. Anticipate how the letter will look, sound,
and seem to your audience. Re-word sentences to eliminate some of the
"I" and "my" emphasis and concentrate on what you can do for the
reader. By saying what you CAN do, you avoid sounding negative.
Your objectives of communication when composing a business letter
are as follows:
- to be understood exactly as you intended
- to secure a response to your message–and
where applicable, a favorable one
- to maintain favorable relations with
those with whom you communicate
- to be absolutely correct in each and
every statement you make
To achieve these goals, your business letter should include the
following elements:
Primary Element: The letter's important "news" -your reason for
writing-should be in the first paragraph.
Secondary Element: Information that develops the "news" should
be in the middle paragraph(s), including:
- explanations
- supporting details
- reasons the reader should act
Closing Element: The last paragraph should tell the reader
what action to do next, including:
- clarification that suggests course of
action
- statements that tell the reader what
attitude or response is required
Two kinds of business letter are as follows:
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