We frequently get asked to help create department documentation and templates for our clients who are outsourcing HR functions to us. Many of our client forms are designed to be accompanied with the normal six part business letter. There’s usually somebody on the team that needs a refresher to the question, “What are the six parts of a business letter?”

A six part business letter is more formal than other current means of communication, like email. But, still, there are times when a traditional letter is needed to make a point or to add as much respect to the message as possible. Just follow these steps to creating your six part business letter.

 

In order of how they appear in the letter, top to bottom, the six parts of the business letter are:

 

Heading – This includes the return address of the sender and the date. Then add a blank line at the end of this part.

 

Inside Address – This is the address of who you are sending the letter to. The inside address is where the letter is being sent. Try to also list the recipient’s name and title if you know it. Add a blank line at the end of this part.

 

Greeting – This is the formal salutation. It normally begins with the word “Dear” followed by the person’s last name or title. End the greeting with a color and then add a blank line at the end of this part.

 

Body – This is the main message of the letter. This section is usually multiple paragraphs, ending with a summary of the main message point. Add a blank line at the end of this part.

 

Closing – Most often, the letter Body is followed by “Sincerely” and a comma. The closing’s left margin always matches the Heading’s left margin. Add three blank lines at the end of this part.

 

Signature – This is the name of the sender, with the sender’s title on the next line.

 

Following this template will ensure you’re abiding by the common format of the six part business letter.

 

Modern Business Associates offers a variety of frequently needed blank business forms, free templates and example letters in our free business form templates news category.