Letters of Business

Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include:

• Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page.

• Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs.

• Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.

• Simplified Style : Simplified Style is a form letter similar to the Straight shape fully but it’s just that without any greeting and closing greetings.

• Indented Style: Indented Style is a form letter where a letter addressed to a paragraph in formation down the ladder-shaped line.

There are several main sections that are consistent with every business letter format. When writing a business letter, be sure to include all components:

• The Heading: common with every business letter format, the heading contains your address and the date of writing.

• The Inside Address: included the name of the addressee, that person’s title or office, the name of the company or institution, and the full address

• The Salutation: the formal greeting appears two lines lower than the inside address.

• The Body: use the body of your letter to explain the situation and to make your request or response. Make sure it is done in a straightforward and concise manner.

• The Complimentary Close: the complimentary close is inserted three lines below the last line of the body. The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely.

• Your Typed Name: in all business letters, there are usually four lines between the complimentary close and the typed name as you intend to sign it.

• Your Signature: always use blue or black ink. Match your signature and your typed name.

• Special Notation: lowest on the page, always flush left. Includes common notations to indicate: carbon copies,enclosed documents, etc...

A. Modified Block Style

            Block Modified Block Style or Style is a form letter that has the right position at the date and closing greetings. The form of this letter is similar to the Straight shape fully but the difference is just the date and closing greetings are in the right position, whether in writing, typing or structural.

Legend:

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number, five spaces to the right of center or flush with the right margin. Five spaces to the right of center is common. These days, it's also common to include an email address.

2. Date: Type the date five spaces to the right of center or flush with the right margin, two to six lines below the letterhead. Five spaces to the right of center and three lines below the letterhead are common. 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 and aligned with the Date (2). If you're replying to a letter, refer to it here. For example,

• Re: Job # 625-01

• Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

• SPECIAL DELIVERY

• CERTIFIED MAIL

• AIRMAIL

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

• PERSONAL

• CONFIDENTIAL

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. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.

7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

• Ladies:

• Gentlemen:

• Dear Sir:

• Dear Sir or Madam:

• Dear [Full Name]:

• To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.

• SUBJECT: RESIGNATION

• LETTER OF REFERENCE

• JOB INQUIRY

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: Type this aligned with the Date (2). What you type here depends on the tone and degree of formality. For example,

• Respectfully yours (very formal)

• Sincerely (typical, less formal)

• Very truly yours (polite, neutral)

• Cordially yours (friendly, informal)

12. Signature Block: Align this with the Complimentary Close (11). Leave four blank lines to sign your name. Sign it exactly the same as you typed it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

• John Doe, Manager

• P. Smith

Director, Technical Support

• R. T. Jones - Sr. Field Engineer

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. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

• JAD/cm

• JAD:cm

• clm

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. If you don't enclose anything, skip it. Common styles are below.

• Enclosure

• Enclosures: 3

• Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

Tips:

• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.

• Try to keep your letters to one page, but see page 2 of this sample if you need continuation pages.

• How many blank lines you add between lines that require more than one, depends on how much space is available on the page.

• The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard. If there is a letterhead, its position determines the top margin on page 1.

• If you don't type one of the more formal components, don't leave space for them. For example, if you don't type the Reference Line (3), Special Mailing Notations (4) and On-Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).

B. Block Style

           Straight shape Fully (Full Block Style) is a form letter in which the neck Letters, Letter Body, and Legs Letters do not form a paragraph but to form a full block from left to right. However, the composition or structure of the letter remains valid in the letter. In typing this letter usually starts from the left edge of the wedge line.

C. Semi Block Style

           Semi-Block Style is a form letter where all the letters, except the contents of the letter, typed the same as a straight shape. Each new paragraph end after five keystrokes typed from the left edge of the wedge line.

Legend:

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number, five spaces to the right of center or flush with the right margin. Five spaces to the right of center is common. These days, it's also common to include an email address.

2. Date: Type the date five spaces to the right of center or flush with the right margin, two to six lines below the letterhead. Five spaces to the right of center and three lines below the letterhead are common. 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 and aligned with the Date (2). If you're replying to a letter, refer to it here. For example,

• Re: Job # 625-01

• Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

• SPECIAL DELIVERY

• CERTIFIED MAIL

• AIRMAIL

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

• PERSONAL

• CONFIDENTIAL

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. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.

7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

• Ladies:

• Gentlemen:

• Dear Sir:

• Dear Sir or Madam:

• Dear [Full Name]:

• To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.

• SUBJECT: RESIGNATION

• LETTER OF REFERENCE

• JOB INQUIRY

10. Body: Indent the first sentence in paragraphs five spaces. Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: Type this aligned with the Date (2). What you type here depends on the tone and degree of formality. For example,

• Respectfully yours (very formal)

• Sincerely (typical, less formal)

• Very truly yours (polite, neutral)

• Cordially yours (friendly, informal)

12. Signature Block: Align this block with the Complimentary Close (11). Leave four blank lines to sign your name. Sign it exactly the same as you typed it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

• John Doe, Manager

• P. Smith

Director, Technical Support

• R. T. Jones - Sr. Field Engineer

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. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

• JAD/cm

• JAD:cm

• clm

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. If you don't enclose anything, skip it. Common styles are below.

• Enclosure

• Enclosures: 3

• Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

D. Simplified Style

           Simplified Style is a form letter similar to the Straight shape fully but it’s just that without any greeting and closing greetings. Usually this letter in addressed to the people who were working in the company. Sometimes a simple form of letter writing is very simple without the need to look at tidiness and order. Parts of the letter of the Simplified Style :

1. Letterhead

2. The date of the letter

3. Letter No.

4. Attachment

5. Concerning

6. The letter is aimed at

7. A word of salutation

8. Body of the text

1. Introduction letter

2. Explanation of the contents of the letter

3. Closing the letter

9. Closing Greetings

10. Name of office

11. Signature

12. Who signed the name

13. Carbon copy

14. Page appendix letter / Initials

E. Indented Style

           Indented Style is a form letter where a letter addressed to a paragraph in formation down the ladder-shaped line. Dent shape usually have a paragraph of paragraph a curved so it does not look neat but it looks structured, especially on the letter that directed the formation of such paragraphs down the stairs. Parts of the letter from the indented Style:

1. Letterhead

2. The date of the letter

3. Letter No.

4. Attachment

5. Concerning

6. The letter is aimed at

7. A word of salutation

8. Body of the text

1. Introduction letter

2. Explanation of the contents of the letter

3. Closing the letter

9. Closing Greetings

10. Name of office

11. Signature

12. Who signed the name

13. Carbon copy

14. Page appendix letter / Initials

F. Business Letter Envelope Components

            This sample business letter envelope includes formal components, some of which are optional for typical, employment-related business letters. The graphic below represents the US Postal Service automation guidelines for a standard business envelope that is 4-1/8 x 9-1/2 inches.

Tips:

• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.

• If your envelope does not have a preprinted return address, type it in the upper left corner, in an area not to exceed 50% of the length and 33% of the height of the envelope. Leave a little space between your return address and the top and left edges. How much depends on the margin limitations of your printer or typewriter. For example, laser printers typically require margins of at least 1/8 inch (9 points). 1/4 (18 points) to 1/2 inch (36 points) looks good.

• Type the Special Mailing Notation under the postage area. It doesn't have to line up perfectly with the stamp as shown, but it looks professional. Type in all uppercase characters, if appropriate. Examples include

 SPECIAL DELIVERY

 CERTIFIED MAIL

 AIRMAIL

• Type the On-Arrival Notation so that its right edge lines up with the left edge of the recipient's address. This is not a post office requirement, but rather standard formatting. Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as when mailing a resignation letter. Examples are

 PERSONAL

 CONFIDENTIAL

• The gray shaded area is where the optical character reader (OCR) at the post office scans for the recipient's address. Type the recipient's address within the shaded area, below other information. Don't type anything to the left, right or below the recipient's address. It's a good idea to include a line or two of space below non-address information (such as the notations shown), before typing the recipient's address. It makes it easier for the OCR to distinguish the address.

 Including the recipient's job title after his or her name is optional.

 If you know the recipient's department or mail-stop name or number, include it after his or her name.

 Include the abbreviation USA after the Zip+4 code, if mailing to the United States of America from another country.

• You'll need software to print a barcode. It's not required for typical, employment-related letters. But if you want to get fancy and have a later version of Microsoft® Word or WordPerfect®, they will print barcodes.