Business Letter
A lot of people say that business letter is universal, there are many ways of writing it and there are also many different layouts according to company policies. However, according to City & Guilds (UK's international accreditation system for my school's subjects) stated that a proper business letter should have nine essential points:
Sender
Obviously, it is to show where the letter is coming from. It is necessary to put the person who is writing the letter as well as their company's name, along with their address. If an assistant is asked to write a letter for his/her boss, then the letter would be written with the boss's name.
Reference
It's commonly used in many companies, to allow the receivers to refer to who is writing the letter and under which department of the company.
Date
Self-explanatory
Receiver
To show who the letter is intended to; name, position, company, and address.
Salutation
City & Guilds has a specific rule on this one, it may also be universal. Common sense really.
Dear Mr. Lastname : When we know the name of the recipient and it's a male.
Dear Mrs. Lastname : When we know the name of the recipient and it's a married female.
Dear Ms. Lastname :When we know the name of the recipient and it's an unmarried / status unknown female.
Dear Sirs : When we don't know the name of the recipient.
Heading
Title of the letter, the main issue/concern
Body of Letter
Your letter, usually written in a formal language. No contractions (don't can't). Clear, concise, direct.
Closure
City & Guilds also has a specific rule on this one:
Yours Sincerely: When you know the name of the recipient
Yours Faithfully: When you don't know the name of the recipient
Name and position of signatory
Same rule used as the sender and reference.
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