Esmeralda N: Strolling through the Elements

Writing a well written letter is vital for the workplace. It informs the reader(s) of your letter that you are professional. Here are some elements that will help with writing a well structured letter.

Letterhead/Return Address. All business letters should contain either a letterhead or a return address. Business letterheads provide the following information to the recipient of the letter: Legal name of the organization (Words that Count), Address of the organization, including street name and/or post office box number, suite number, city, state, and full ZIP code. Area code and telephone number(s)

Inside Address. The inside address appears below the date or reference line, and its content is consistent with the spelling, format, and punctuation shown on the receiving organization's letterhead or return address.

When the name of the intended reader is unknown, the letter should be addressed to a position title. If the letter is written to an organization, it should be addressed to the name of the organization (or the department within it).

Salutation. The salutation helps to establish the tone of the correspondence.
No punctuation follows the salutation in open punctuation style. In standard punctuation style, a colon (formal letters) or comma (informal letters) follows the salutation.

Subject Line. Descriptive subject lines instantly inform a reader of the general content of the letter. They also permit accurate filing and retrieval from files. Subject lines specifically define the subject matter of the letter.

Complimentary Closing. The complimentary closing should convey the level of formality and degree of personal feeling that the writer has for the reader.

Enclosure Notation. An enclosure notation reminds readers of enclosures and appears directly under reference initials.

The video goes into further detail on other key elements of Letters.

Letter Elements. 12 April 2010. http://www.kcitraining.com/styleguide/book/letelem.html