Components of a Business Letter
During your professional career, you most likely will create many business letters.
A cover letter is one type of business letter. All business letters contain the same basic
components.
When preparing business letters, you should include all essential elements.
Essential business letter elements include the date line, inside address, message, and
signature block. The date line, which consists of the month, day, and year, is positioned
two to six lines below the letterhead. The inside address, placed three to eight lines
below the date line, usually contains the addressee’s courtesy title plus full name,
business affiliation, and full geographical address. The salutation, (which is optional),
begins two lines below the last line of the inside address. The body of the letter, the
message, begins two lines below the salutation. Within the message, paragraphs are
single-spaced with double-spacing between paragraphs. Two lines below the last line of
the message, the complimentary close displays. Capitalize only the first word in a
complimentary close.
Type the signature block at least four lines below the complimentary close,
allowing room for the author to sign his or her name.
You can follow many different styles when you create business letters. Table 3-2
outlines the differences between three common styles of business letters.
Table 3-2
Common Business Styles
Letter Styles
Features
Block
All components of the letter begin flush
with the left margin.
The date, complimentary close, and
signature block are centered, positioned
approximately ½ inch to the right of center,
or at the right margin. All other
components of the letter begin flush with
the left margin.
The date, complimentary close, and
signature block are centered, positioned
approximately ½ to 1 inch from the left
margin. All other components of the letter
begin flush with the left margin.
Modified Block
Modified Semi-Block