Style Of Business Letter
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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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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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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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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· Full
Block.
Full block style is a
letter format in which all text is justified to the left margin. In block
letter style, standard punctuation is placed after salutations and in other
headings. Open punctuation, however, refers to a modification of style where
all nonessential punctuation is omitted. A few key factors will help you
understand block style format and the difference that open punctuation makes.
1. Return Address: If your stationery has a letterhead, skip this.
Otherwise, type your name, address and optionally, phone number. These days,
it’s common to also include an email address. 2. Date: Type the date of your
letter two to six lines below the letterhead. Three are standard. If there is
no letterhead, type it where shown.
3. Reference Line: If the recipient
specifically requests information, such as a job reference or invoice number,
type it on one or two lines, immediately below the Date.
4. Special
Mailing Notations: Type in all uppercase characters, if appropriate.
5. On-Arrival Notations: Type in all uppercase
characters, if appropriate. You might want to include a notation on private
correspondence.
6. Inside Address: Type the name and address of the person
and/or company to whom you’re sending the letter, three to eight lines below
the last component you typed. Four lines are standard.
7. Attention
Line: Type the name of the person to whom you’re sending the letter.
8. Salutation:
Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect,
but don’t guess spelling or gender.
9. Subject Line: Type the gist of your letter
in all uppercase characters, either flush left or centered. Be concise on one
line.
10. Body: Type
two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: What you type here depends on
the tone and degree of formality.
12. Signature Block:
Leave four blank lines after the Complimentary Close to sign your name. Sign
your name exactly as you type it below your signature. Title is optional
depending on relevancy and degree of formality.
13. Identification Initials: If someone typed
the letter for you, he or she would typically include three of your initials in
all uppercase characters, then two of his or hers in all lowercase characters.
14. Enclosure Notation: This line tells the
reader to look in the envelope for more. Type the singular for only one
enclosure, plural for more.
15. cc: Stands for
courtesy copies (formerly carbon copies). List the names of people to whom you distribute
copies, in alphabetical order.
Example :
Full Block Format Business Letter Template
Your Name
Address
Address
Phone
Today’s Date
Recipient’s Name
Company
Address
Address
Address
Dear (Recipient’s Name),
This block format
business letter template illustrates how quick and easy communications can be
to type. Notice that it looks very much like the semi-block letter format,
except the paragraphs are not indented. This is a format you can use for all
business occasions.
Notice that all elements
in this letter are left justified. This formatting provides a crisp, modern
look that many people prefer.
If you have any
enclosures to include in this letter, make a note at the bottom left, a few
spaces below the signature block. Just write “enclosures:” and follow up with
the names of any items inside the envelope. A brochure, an application, or a
copy of an invoice are some of the things you might think about including.
Sincerely,
Your First name, Last name, and Title
· Semi-block
style
Semi-blok fromat: in a
format this text parallel left and all paragraphs in the letter is indented.
Format shape on this letter on letter head, date, complementary a close, and
signature being in a position flattened right. In the layout uneven right, but
can dibilangg flattened middle. Other parts on a letter as inside address,
subject, salutation, body of letter, and enclosure if terdapatnya attachment
letter,Being flattened on the left.
Sample Form Letter Semi Block Style :
Description:
1.Kop Letter
2. Date of preparation of letters
3. Letter No.
4. attachment
5. case
6. The letter addressed
7. a word of salutation
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
Your Name
Address
Address
Phone
Today’s Date
Recipient’s Name
Company
Address
Address
Address
Dear (Recipient’s Name),
This semi-block business letter format looks very much
like the block letter format, except the
paragraphs have been indented. Semi-block format
letters are just a little more formal than modified semi-block business
letters.
Notice that the sender’s address, the closing, the
signature, and the signature block are left justified.
The only elements of this business letter format that
are not left justified are the first lines of each of the paragraphs.
If you have any enclosures to include in this letter,
make a note at the bottom left, a few spaces below
the signature block. Just write “enclosures:” and
follow up with the names of any items inside the envelope. A brochure, an
application, or a copy of an invoice are some of the things you might think
about including.
Sincerely,
Your First name, Last name, and Title
- Simplified-style
Simplified-style business
letters contain all the same elements as the full-block and semi-block letters.
Like the full-block format, the simplified format left-justifies every line
except for the company logo or letterhead. The date line is either slightly
right of center or flush with the center of the page. Letters written in the
simplified format have fewer internal sections, such as the body, salutation
and date line.
Using the simplified
style is the most useful at times when you don’t have a recipient’s contact
name. Because the simplified style does not require a salutation, you don’t
need the person’s name. The simplified format does away with unneeded formality
while maintaining a professional approach.
- Hanging-Indented
Style
This very useful style
places the first words of each paragraph prominently on the page. It is useful
for letters that deal with a variety of different topics. However, for normal
business communications, this style is very rarely used. The first line of the
paragraph begins at the left-hand margin. And the other lines of the same
paragraph are indented three to four spaces. This is the reversal of
semi-indented style discussed in other page.
Modified Block Format
Modified block style
business letters are less formal than full block style letters. If you are
corresponding with someone you already have a good working relationship with,
the modified block style letter is a good one to use.
Notice that the following business letter format is written without indents. If you prefer to use indents, try using the semi-block or modified semi-block format instead.
Notice that the following business letter format is written without indents. If you prefer to use indents, try using the semi-block or modified semi-block format instead.
Modified Block Format Business Letter Template
Your Name
Address
Address
Phone
Today’s Date
Address
Phone
Today’s Date
Recipient’s Name
Company Name
Address
Address
Address
Company Name
Address
Address
Address
Dear (Recipient’s
Name):
This modified block business
letter format looks very much like the modified semi-block letter format,
except the paragraphs are not indented. Modified block letters are just a
little less formal than full block letters.
Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.
Sincerely,
Your First name, Last
name, and Title
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