Styles Format Business Letter
1.
Full Block Style
Full block format is considered the most formal of the
three styles. In full block format or style, every line is left justified. The
dateline is placed two to six line spaces below the last line of the heading or
letterhead. The inside address placement varies depending upon the length of
the letter. A common spacing is four line spaces below the date line. The
salutation is placed two lines below the attention line (if an attention line
is provided). The first line of the body is placed two lines below an attention
line or two to four lines below the last inside address line. When using full
block, paragraphs are single spaced, with a double space between paragraphs.
2.
Block Style
The block style is also known as the Full block style. In
this style, all elements of the letter are justified to the left.
This
business letter style is becoming very common, for the obvious reason that
typing in this manner is easier, especially on a computer.
3. Semi
Block Style
Semi-block format or style is frequently called modified
semi-block because it is a slightly less formal modification of full block
format. This letter style places the date line in alignment with, or slightly
to the right of dead center. Another option for placing the date line in
semi-block is flush right. Similar to full block, semi-block places the inside
address, salutation and any end notations flush with the left margin. However,
unlike full block, each body paragraph of semi-block is indented five spaces.
The complimentary close and signature block are aligned under the date.
4.
Indented Style
Indented style is somewhat more complicated than other
popular styles of business writing. In indented style, new paragraphs in a
piece of writing are indented that is, they begin about 1.5 centimeters to the
right of the left margin. Other parts of a business letter are moved farther to
the right half of the page. Indented style is one of the older formats for
business writing currently in use, though other formats are becoming more
popular. Indented style is a format that many of today’s business people were
trained to use.
5.
Simplified Style
Simplified format or style unlike full block and
semi-block has fewer internal parts. This format is also the most widely used
format in professional correspondence. Simplified format is focused and
professional without unnecessary formality. Simplified format places all
internal parts in left alignment; however, the traditional salutation is replaced
with an all-caps subject line that is also placed flush with the left margin.
Body paragraphs are left aligned and single spaced within and double spaced
between. In simplified style, the writer’s name and title, if necessary, are
aligned with the left margin and typed in all caps at least five spaces below
the last line of the body or message of the letter.
6.
Hanging Indentation Stye
A hanging indented letter style is when a paragraph is
indented so that the first line hangs over the rest. Normally you would see a
first line indent. This is when the first line is moved to the right and the
rest of the paragraph starts at the margin. The most common place hanging
indents are used is on a bibliography reference page. When typing you can change
the indentation by either formatting the paragraph or changing the page
margins.
Parts of a Business Letter
A business letter is a formal letter
with six parts:
The Heading
The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date. Make sure the heading is on the left margin.
Example:
The Heading
The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date. Make sure the heading is on the left margin.
Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.
This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.
The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.
The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.
The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.
The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.
The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.
The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.
Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.
Format and Font
Many organizations have their own
style for writing a business letter, but here are some common examples.
Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.
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