Letterheads, business cards and compliments slips
A letterhead is used for all business correspondence and should contain the following details:
  • logo (optional)
  • name of company
  • address including post office box number (if applicable)
  • telephone number(s) with STD code
  • Australian Company Number (ACN)
  • Australian Business Number (ABN)
  • fax number, telex and any other codes

    • When a company has more than one branch, other addresses may also be included. It is also common amongst companies dealing with the public for letterheads to contain a brief advertising message.
    Letterheads are generally used on the first page of a correspondence. The following pages are left blank but the same quality paper as the letterhead is used.
A business card carries most of the information contained in the letterhead. The main thing to keep in mind is the appearance of the card. It should be noted that standard size business cards (88 x 51 mm) are preferred since they fit easily into wallets and card holders. They are also more cost efficient when it comes to being printed.

A compliments slip contains similar information to the business cards as well as the words 'With Compliments' prominently displayed. Compliments slips are used when a letter is unnecessary, usually because the packages contents is self explanatory. Never send an otherwise unlabelled package without a compliments slip. It should be noted that a standard size compliments slip (82 x 132 mm) will fit four times onto an A4 sheet of paper commonly used by instant printing services, making it the most economical to use.

Setting out a business letter
Business letters should be typed in single spacing on the company letterhead for the first page and on matching, unmarked stationery for the following pages. It should contain the date, the name and address of the company to which it is being sent and the body of the letter should start with the words 'Dear...' and finished with the words 'Yours sincerely' or 'Yours faithfully' followed by the signature of the author and usually includes the author's name and position in the company.
    Most Companies will also add the following:
  • A reference number at the top and/or bottom of the letter
  • The initials of both the author and typist at the top and/or bottom of the letter.
  • A heading describing the subject of the letter after the salutation and before the body of the letter
  • Paragraph headings or numbered paragraphs for ease of reference in long detailed letters
  • The note 'enc.' at the bottom of the letter, when other items are being enclosed in the envelope.
  • When someone other than the author of the letter is to receive a carbon copy, the note 'cc' followed by the name of that person appears at the bottom.
Setting out an envelope
    An envelope may be printed with the information contained on other business stationery.
  • The address appears on the envelope in the same style as in the letter.
  • When the letter is of a confidential nature, the words 'Private and Confidential' should also appear on the envelope.
  • The envelope may also be marked to the attention of a particular person to facilitate a speedy delivery.
Composing business letters
Before writing a business letter, consider whether a telephone call would do better since it is generally cheaper and quicker. A letter however, should be written when the contents must be recorded or when information or suggestions require deliberation. It is also customary to write rather than telephone in response to a formal invitation, or to express one's thanks, congratulations, sympathies or apologies.
    When composing a letter consider the following options.
  • Roughly plan what the letter should say before writing or dictating
  • Keep language and sentences simple and to the point.
  • Keep paragraphs short, opening a new paragraph for every new concept or point
  • Use courteous language, writing in a manner that you personally would be pleased to accept. If a letter must be firm, it is particularly important to be aware of, and avoid, phrasing that might be considered offensive or impolite.