Business Letter Vocabulary

attachment

extra document or image that is added to an email

block format

most common business letter format, single spaced, all paragraphs begin at the left margin

body

the content of the letter; between the salutation and signature

bullets

small dark dots used to set off items in an unnumbered list

certified mail

important letters that sender pays extra postage for in order to receive a notice of receipt

coherent

logical; easy to understand

concise

gets to the point quickly

confidential, personal

private

diplomacy, diplomatic

demonstrating consideration and kindness

direct mail, junk mail

marketing letters addressed to a large audience

double space

format where one blank line is left between lines of text

enclosure

extra document or image included with a letter

formal

uses set formatting and business language, opposite of casual

format

the set up or organization of a document

heading

a word or phrase that indicates what the text below will be about

indent

extra spaces (usually 5) at the beginning of a paragraph

informal

casual

inside address

recipient's mailing information

justified margins

straight and even text, always begins at the same place

letterhead

specialized paper with a (company) logo or name printed at the top

logo

symbol or image that identifies a specific organization

margin

a blank space that borders the edge of the text

memorandum (memo)

document sent within a company (internal), presented in short form

modified block format

left justified as block format, but date and closing are centered

on arrival notation

notice to recipient that appears on an envelope (e.g. "confidential")

postage

the cost of sending a letter through the Post Office

proofread

read through a finished document to check for mistakes

punctuation

marks used within or after sentences and phrases (e.g. periods, commas)

reader-friendly

easy to read

recipient

the person who receives the letter

right ragged

format in which text on the right side of the document ends at slightly different points (not justified)

salutation

greeting in a letter (e.g. "Dear Mr Jones")

sensitive information

content in a letter that may cause the receiver to feel upset

semi-block format

paragraphs are indented, not left-justified

sincerely

term used before a name when formally closing a letter

single spaced

format where no blanks lines are left in-between lines of text

spacing

blank area between words or lines of text

tone

the feeling of the language (e.g. serious, enthusiastic)

transitions

words or phrases used to make a letter flow naturally (e.g. "furthermore", "on the other hand")