Most business letters must include a return address
(letterhead or your name and address), date, an inside address (receiver's name
and address), a salutation, body paragraphs, and a closing. However, there are
several ways to format this information. For example, return addresses can be
centered or begin at the left margin or begin at the horizontal center of the
page.
There are four basic business letter formats.
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Letter Format
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Features
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Sample Letter
|
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Full Block
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All letter parts begin at the left margin.
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Full Block
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Modified Block
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Indented Paragraphs
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Date, signature, and closing begin at the horizontal
center of the page. All body paragraphs are indented.
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Indented
Paragraphs
|
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Blocked Paragraphs
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Date, signature, and closing begin at the horizontal
center of the page. All body paragraphs begin at the left margin.
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Blocked
Paragraphs
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Simplified
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All letter parts begin at the left margin. This
format includes a subject line but omits the salutation and signature.
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Simplified
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Format for Writing Professional Letters
There are several formats for writing professional
letters. There are two basic styles of letters: block form and indented
form. The samples below will help you determine which style you prefer.
Check Writing
Letters for more details on block, indented and simplified letters.
Full Block Form
|
Your Name
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
Dear
__________:
When
writing a letter using block form, no lines are indented. Include your
name, address, and phone number where you can be contacted, as well as the
date. You then include the name and address of the person you are sending the
letter to.
With new
paragraphs, just skip a line instead of indenting.
Add your
phone number where you can be contacted in the last paragraph. If the
receiver needs to use a relay service to call you, briefly explain that you
are deaf/ hard-of-hearing and that s/he can call you through relay. Give the
receiver his/her state relay number and explain that s/he will need to give
the operator your number. Then give him/her your number.
Sincerely,
Your
Signature
Your Name
Your Title
|
Indented
Paragraphs Form
|
Your Name
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
Dear
__________:
When writing a letter using indented form, indent each paragraph.
First include your name, address, phone number, and the date. This
information should be located at the top of the page, either in the center,
or indented on the right side of the paper. You then include the name and
address of the person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page.
Don't forget to provide any relay information if necessary.
|
Sincerely,
Your Signature
Your Name
Your Title
|
|
Blocked
Paragraphs Form
|
Your Name
Address
Phone Number
E-mail (optional)
Name of Receiver
Title
Company Name
Address
Dear
__________:
When
writing a letter using blocked form, indent each paragraph. First
include your name, address, phone number, and the date. This information
should be located at the top of the page, either in the center, or indented
on the right side of the paper. You then include the name and address of the
person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page.
Don't forget to provide any relay information if necessary.
|
Sincerely,
Your Signature
Your Name
Your Title
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|
Simplified Style Form
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Your Name
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
SUBJECT LINE (use capital letters)
When writing a letter using simplified style form, put the date on the
left. Then, put the receiver's name, and his/her title, company name, and
address.
Write a
subject line instead of a salutation. The subject line must be in all capital
letters.
At the end
of the letter, put your name and title, all in capital letters.
YOUR NAME
YOUR TITLE
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OTHER OPTIONS
- If you
are using block format, you can place your address anywhere on the
letter. You can place it at the top of the page (top center or top right
side), or you can put your address at the end of the letter after your
signature and name, regardless of which format you use.
- If you
are using block form, you can place the date on the left, in the
center, or on the right. However, if you are using the indented form,
it is usually better to place the date on the right or on the left. Do not
put it in the center.
- With
the indented form, you can put your signature on the right or left
side of the page.
- If you
want to make your letter stand out, boldly type your name in a larger font
at the top of the letter and type your address just below it in a smaller
font. Example:
Missy Gold
1345 Main Street
Anytown, VA 22879
- The
word processing program in your computer might have some standard letter
templates that can help you. These programs generally have many different
style and format options. Check your template feature or the help desk on
your word processing program to see your options. Some key words you can
try are:
- letters
- create a letter
- write a letter
- resumes
References
- Sourced by
Janel Muyesseroglu
- Gallaudet
Interpreting Services (June 1999). GIS Web. [Online]. Available:
http://www.gallaudet.edu/~gisweb/ [June 23, 1999].
- Maggio, R.
(1990). How to say it. Englewood Cliffs, New Jersey: Prentice Hall.
- Webster's
New World Office Professional's Handbook. (5th ed.). (1996). New York:
Macmillan.
- Yate, M.
(1997). Cover letters that knock'em dead. Holbrook, Massachusetts: Adams
Media Corporation
