by Wenbin Nah

Created on: April 15, 2008

The business letter, you encounter it daily in your mail, or in maybe your workplace. However, the ever familiar business letter turns into an enigma whenever you are supposed to write it. Most people may not even know what the different between a business letter and a business memo is, not to mention know the structure or format of how to write one.

Difference between a letter and a memo

A letter is normally targeted at a party outside of your of your organization while a memo is usually sent to a member of your own organization. You may be wondering; "So what is the big difference? A business letter is a letter, isn't it?" Well, although they share many similar characteristics such as length, style of writing or formality, they do differ in terms of structure and format. A business letter represents the voice of the company, and thus should be written in a most professional manner.

Structure of Business Letter

A business letter is composed of the following components:

- A Letterhead: The letterhead is the company's logo, and usually exists at the top of the letter for all to see.

- Date Drafted: The letterhead is usually followed up by the date of which the letter was drafted.

- The Name and Address of the Recipient: An example of this would be

Ms. John A. Doe
Human Resource Director
XXX Company Technology
1000 Sierra Boulevard
Salt Lake City, Utah 12345

- Salutation: The salutation refers to how you greet the recipient. Examples include; "Dear John" or "Dear Mr Doe". Alternatively, if you do not know the name of your recipient, you may write; "Dear Sir/Madam." Use a similar level of formality in your salutation as you would use when talking to that same person on the phone.

- Subject Line: This line indicates what the letter is all about. It indicates the main message of the letter. Good subject lines are concise, and specific. They are also appropriately written depending on the contents of the message. For example, the message line of a positive message should state the good news. A persuasive message should include your stance and some reader benefit for instance. It all depends on the contents as well as the context of the message.

- Contents of your message: The message that you would like to communicate to your respondent. It is the purpose of your entire letter.

- Complementary Close: This cool sounding name is actually the statement which usually precedes your name in most letters. Examples include "Yours sincerely" or "yours faithfully."

- Signature and the Name

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