What are the seven parts of a business letter?

The seven core parts are the heading, date, inside address, salutation, body, closing, and signature. The heading identifies the sender; the inside address identifies the recipient. A subject, reference, attention line, enclosure note, or cc line is added only when useful.

Where does the date go on a business letter?

In full-block format, put the date at the left margin, below the sender’s details and above the recipient’s address. Docelf uses a slightly modified block format, with the date and reference on the right and the recipient and body on the left. Write out the month, as in September 29, 2026.

Is the heading the same as the subject line?

No. The heading identifies the sender, usually with a business name, address, and contact details. A subject line tells the reader what the letter is about. The heading is one of the seven core parts; the subject line is optional.

What is the difference between the closing and the signature?

The closing is a short sign-off. For example, write Sincerely followed by a comma. The signature area follows it and includes space to sign, your typed name, and your role when relevant.

Do I need an attention line if I know the recipient’s name?

Usually not. If the inside address already names the person who should receive the letter, an attention line repeats that information. Use one when a letter addressed to an organization needs routing to a particular person or department.

Where do enclosure and cc lines go?

Place enclosure and cc notes below the signature block. Name any documents included with the letter, then list anyone receiving a copy on a cc line. Leave these lines out when there are no enclosures or additional recipients.

Parts of a Business Letter

Know what belongs in each part

See how the seven parts of a business letter fit together, from the heading to the signature. Use the labeled example to put your own message in order.

Write your letter online, then print it or download a PDF.

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What Is a Business Letter?

A business letter is a written message to a customer, vendor, or other business contact. It can confirm an appointment, introduce a service, or ask someone to take action. Its seven core parts are the heading, date, inside address, salutation, body, closing, and signature. Together, they tell the reader who is writing, what the message concerns, and how to respond.

The example below confirms a service visit. You can use this structure for requests, introductions, and other everyday business letters. Start with the business letter template when you are ready to write yours.

How to Write the Seven Parts of a Business Letter

Follow the numbers to see each part in this appointment letter. The sender, recipient, and service details are fictional. The picture uses a numeric date; the written-out date in step 2 is clearer for US correspondence.

Heading: Identify the sender and address. Here: Oakline Property Services, 1712 Alder Street, Portland, OR 97205.
Date: Use the date you finish the letter. Write it out clearly: September 29, 2026.
Inside Address: Name the recipient and mailing address. Here: Morgan Lee, Riverbend Offices, 480 Market Avenue, Portland, OR 97204.
Salutation: Use a name or role, followed by a colon. Example: Dear Morgan Lee:
Body: State your purpose, details, and next step. Example opening: I’m writing to confirm our service visit at Riverbend Offices.
Closing: End with a courteous sign-off and a comma. Example: Sincerely,
Signature: Leave signing space, then add your name and role. Here: Jordan Ellis, Client Services Manager.

Before You Send Your Letter

Read the letter once as the recipient. You should be able to find the reason for writing and the next step without searching.

Check the sender’s details and the recipient’s name and address.
Confirm the letter date and any appointment or response dates.
Use a greeting and closing that fit the relationship.
Include your name, role, and a clear way to reply.
Check every reference and include any documents mentioned.

After You Send Your Letter

For letters emailed from Docelf, check the document history to see when the letter is delivered and opened.
If it has not been delivered, check the recipient’s email address before sending it again.
If you asked for a reply, follow up after the response date in your letter.

In your follow-up, mention the original subject or reference and repeat the response you need. An opened letter does not mean the recipient has agreed to your request.

Put the Parts Together

Start with Docelf’s business letter layout and add your own message. Check the finished letter, then print it or download a PDF.

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Where Do the Parts Go?

The heading identifies the sender at the top of the letter. Letterhead can supply this information, so you do not need to type the same business name and address twice. The inside address names the person receiving the letter; it is separate from the address on the envelope.

The date belongs near the top, before the greeting and body. In full-block format, place it at the left margin, below the sender’s details and above the recipient’s address. Docelf uses a slightly modified block format. The date and reference sit on the right, while the recipient and body stay on the left. The illustration shows that layout.

For a US letter, use US Letter paper, readable type, and a written-out date such as September 29, 2026. Leave a clear break between paragraphs and enough space to sign above your typed name. Keep the closing and signature with the final lines of your message.

For margins and spacing, see the US business letter format guide and its one-page format cheat sheet. The block-format guide compares full, modified, and semi-block layouts. For sender details and branding, see business letterhead templates.

Optional Parts: Add Only What Helps

The seven core parts cover an everyday letter. Add the lines below when they help someone recognize the topic, send the letter to the right person, or see which documents are included.

Optional Part	When and Where to Use It	Example
Subject	Use a short heading to identify the topic. The pictured letter places it above the greeting.	Your Service Appointment Is Scheduled
Reference	Identify a job, account, or earlier letter. In Docelf’s layout, the reference sits with the date on the right.	Reference: OPS-1042
Attention Line	Route an organization’s letter to a person or department. Place it with the recipient details; skip it if you already name that recipient.	Attention: Facilities Manager
Enclosure	Below the signature block, name documents included with the letter. Check that each one is actually included.	Enclosure: Service visit checklist
cc	Below the signature and any enclosure note, name others receiving a copy.	cc: Alex Rivera, Office Manager

The picture includes a subject and reference. The attention, enclosure, and cc entries above show possible additions; they are not present in the pictured letter. For a PDF sent by email, “Attachment” can describe an included file more clearly than “Enclosure.”

Give the Body One Clear Job

Open with why you are writing, add the details the reader needs, and finish with the next step. In the appointment example, the opening confirms the visit. The next paragraph explains access arrangements and how to request a change. The final paragraph thanks the customer and looks ahead to the visit.

A letter of introduction might ask for a short meeting instead. A complaint letter should explain what happened and the resolution you want. The structure stays familiar, but the requested action changes.

Keep the Closing and Signature Separate

The closing is the courteous sign-off: “Sincerely,” or “Best regards,” for example. The signature block gives your name and role, with space to sign above them.

For greetings and sign-offs you can adapt, use the guide to starting and ending a business letter. For a more traditional tone, see formal letter format.

Choose Your Layout and Wording

Use the format guide for page setup, the block-format guide for alignment, and the opening-and-closing guide for wording. The template formats page helps you choose between Word, Google Docs, and online creation. The samples page shows how the parts work in different letter types.