As you write your business letter and memo, be sure to include all the proper elements. Refer to the list below as you begin writing. Remember, before you begin writing, be sure to choose which business where you want your letter received, and choose a person for which you'll write a memo.
Date--indicates the date the letter was written
Sender's address--considered an optional feature; it includes the address of the sender. It does not list the sender's name or position.
Inside address--includes the name of the person who will receive the letter and the complete address. Include the person's title such as Dr., Mr., or Ms. when unaware of a woman's title preference.
Greeting/salutation--includes the title and full name, followed by a colon
Body--provides details of the purpose for the letter. The first paragraph introduces the main idea. The middle of the letter or second paragraph explains the main idea. The end or last paragraph summarizes the main purpose for the letter and explains any required action. The writer must weigh the purpose for the letter against the length of the final copy of the letter. If the writer is seeking information or a job, then the letter is generally three paragraphs in length. It should not be too long or troublesome to read, but if the letter conveys specific information that the reader requested or needs, it may be longer.
Closing--"Sincerely" is the standard closing. It should be brief and followed by a comma.
Signature--The signature includes the signed and printed name of the writer.
Notations--includes additional information, depending on the purpose of the letter
enclosures: provides a signal that other material is included with the letter
continued pages: informs the reader that the letter extends beyond one page
typist's initials: tells the reader who typed the letter; original writers do not include initials.
cc: When carbon copies were used to create duplicates, cc indicated that a carbon copy was made and other people would receive the same letter. Today, the process of copying documents has certainly changed, but the name means the same.