The subscription (complimentary close)

Remember!

• If your stationery has a letterhead, skip sender’s address.

• If the recipient specifically requests information, such as a job reference or invoice number, type Re: on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here, i.e. Re: Job # 625-01 or Re: Your letter dated 1/1/200x.

• Always include the name of a specific individual at the organization you are writing to.

• The salutation is always formal and includes the recipient’s last name.

• The body of your letter should be written in block format. Do not indent the paragraphs.

• Business letters should never be handwritten.

• Include a professional closing such as “Sincerely”.

• Make sure to include a handwritten signature.

• Be sure to include your address, phone number, and email (either in the letterhead or at the end of your letter).

• Business letters should be single-spaced except for a double space before salutation (Dear….) and leave 4 spaces for handwritten signature.

• Use 1-1.5 inch margins (1 inch = 2,5 cm)

• Do not use shortened verb forms – write them out (i.e. "don't instead of do not").

• Do not use professional jargon or slang.

• Use KISS (Keep it Short and Simple) principle when writing a letter.

• Keep the letter brief and to the point. Try to keep your letters to one page. Don’t worry if your letter does not take up the whole page. Don’t try to expand your letter to fill the page by including unnecessary information.

• If you enclose some documents, don’t forget to write Enc: (or Enclosure(s):) (you can give number(s) of enclosed documents or list them).

• If you send a copy to somebody else, write cc: (list the names of people to whom you distribute copies in alphabetical order. If addresses would be useful to the recipient of the letter, include them.)

• Remember to always be polite and check your work for spelling and grammar mistakes.

• Always keep a copy of correspondence for future reference.