Business Letter

Business Letter
A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The business letter is very useful because it produces a permanent record, is confidential, formal and delivers persuasive,well-considered messages.
The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill.

Partsof a Business Letters
A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery.
Parts of the business plan:
* The Heading (The Retern Address) or Letterhead: Companies usually use printed paper where heading or letterhead is specially designed at the topof the sheet. It bears all the necessary information about the organisation’s identity.
* Date: Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omittedin writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day.
* The Inside Address: In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add jobtitle if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient’s name.
The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
* The Greeting: Also called the salutation.The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of your receiver addresses it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule thegreeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).
* The Subject Line (optional): Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all capital letters. It isusually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."
* The Body Paragraphs: The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introducea new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.
* The Complimentary Close: This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column...