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Personal letters, also known as friendly letters, and social notes normally have five parts.
a) The Heading. This includes the return address, line by line, with the last line being the date. A line is to be skipped after the heading. The heading is indented to the middle of the page. On the preaddressed stationery, just the date is added. Note: Sometimes (typically, in business letters) it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar. Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin.
b) The Inside Address. This is the address the letter is sent to. It should be made as complete as possible, with titles and names included, if known. A line is to be skipped after the heading before the inside address. Another line is skipped after the inside address before the greeting.
c) The Greeting. The greeting, or the salutation, always ends with a comma. The greeting may be formal, beginning with the word “dear” and using the person’s given name or relationship, or it may be informal if appropriate.
Note: The greeting in a business letter always ends in a colon.
d) The Body. Also known as the main text. This includes the message to be written. Normally in a friendly letter, the beginning of paragraphs is indented. If not indented, a line is skipped between paragraphs. A line after the greeting and before the close is to be skipped.
e) The Complimentary Close. This short expression is always a few words on a single line. It ends in a comma. It should be indented to the same column as the heading. One to three spaces (two is usual) are skipped for the signature line.
f) The Signature Line. The personal name is either written or typed. The handwritten signature goes above this line and below the close. The signature line and the handwritten signature are indented to the same column as the close. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. The signature should be written in blue or black ink. If the letter is quite informal, the signature line might be omitted as long as the letter is signed.
g) Postscript. If the letter contains a postscript, one should begin it with P.S. and end it with the personal initials. A line is to be skipped after the signature line to begin the postscript.
Note: Business letters should not contain postscripts.
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