ARCHITECHTURE OF BUSINESS LETTER:

An ideal business letter had the following eight parts:
(i) The Letter-Heading
(ii) Date and Reference
(iii) Name and Address of the address
(iv) Words of Salutation
(v) Body of the Letter
(vi) Closing Line
(vii) Complimentary words above signatures


The Letter-Heading: This portion of the letter is printed. It is at the top of the letter and it contains the name, postal and telegraphic address of the firm. Telephone number and cable code are also given. Sometimes, the nature of the firm, if any, are also given under the name of the firm, if the firm is limited concern then the word Limited should also be written in the Letter-Head. Almost all business concerns get their letter-heads printed.


Date and Reference: Date of writing the letter and reference number of the letter must also be written under the Letter-Headings. The date is written on the right corner and reference number on the left corner.


Name and Address of the Addressee: Name and address of the person or firm to whom the letter is addressed are written on the left hand. The word 'Mr.' or 'Messrs.' is written before the name of the person or firm as the case may be. If the person addressed to is a woman then the word ' Miss' or ' Mrs.' is written, and if all partners in a firm are ladies then word ' Madams' is written.
While writing letters to educational institutions or other such Associations or trust 'Principal', 'President','Secretary' or ' Manager' is to be addressed.


Word of Salutation: These are the words with which we address the person or persons to whom we are going to talk through our letter. Various words of salutation as 'Sir', 'Dear Sir', 'Dear Madam', 'Dear Miss', 'Dear Mr.' and 'Gentlemen' are written. Comma is always placed after the words of salutation.


Body of Letter: The contents of the letter are given in the body of the letter. The letter is divided into paragraphs, each point being mentioned in a separate paragraph. In the first para, previous correspondence may be referred to, the next para may contain the main purpose of the letter, and in the next paras other business interests may be mentioned.


Closing Line: In the closing line, assurance of best services or of best co-operation may be given. Sometimes, the address is thanked in advanced for a favorable reply or orders for purchase.


Complimentary words at the end: Complimentary, words, like ‘yours sincerely’, ‘yours faithfully’, ‘yours obediently’,’ yours respectfully’ or ‘Your obedient servant’ are written at the end below where you are to put your signature.

The complimentary words must suit the words of salutation written above the body of the letter. Some examples are given here:
Dear Sirs Yours truly, Yours faithfully
Sir, Your obedient servant,
Madam Your obedient servant,
Gentlemen, Your obedient servant,
Dear Sir, Yours faithfully , Yours truly ,
Dear Madam, Yours faithfully , Yours truly ,
My dear Sir, Yours very truly ,
My dear Madam, Yours very truly
My dear Sirs, Yours very truly
Dear Mr. Yours sincerely
Dear Miss Yours sincerely
Dear Mrs. Yours sincerely


Signature: The signature of the writer of the letter is to be appended just below the complimentary words. The signature means writing of one’s name as mark of approval of what is written above. The name should be written in legible hand. Generally, the name is typed in brackets for the sake of clarity. Designation of the writer should also be mentioned where desirable.