Structure of the Business Letter
The structure of letters evolve over time and there the structure of the business letter is no different. There are three different structure that I currently teach my students to use. You might also be familiar with them. These are:
NB: The difference between the semi block and the block letter format is that the paragraphs for the semi- block letter format is indented. Whereas, paragraph for the block letter format is formed by skipping lines.
Also note that the block letter format is often used when typing a letter. This is not often employed when one writes a letter.
At all times remember to check to ensure that all of the following is present in your business letter.
- The sender’s address (your address)
- Receiver’s address
- Subject Line
- Body of the report
I have noted with increasing worry the following errors being made by students. The following are things that you should not do when structuring your business letter:
- Do not abbreviate addresses, names, and other words.
- Do not put a colon (:) between dear and the name of the person.
- When using the block or semi block format do not put a date after the receiver’s address.
- If you are using the indented format the closing should be on your right.
- If you are using the block or semi block format the closing should be on the right.
- Use Dear Sir/Madam when you do not know the name of the person you are sending the letter to.
- The receiver’s information should be structured as follows:
Mr. John Brown, (Name of the Receiver’s)
Manager, (Position of the Person)
Brown’s Auto King, (Name of the Company)
17 John’s Road, ( Address)
Spanish Town, ( Address)
St. Catherine. ( Address)