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.
Features Sample Letter Full Block All letter parts begin at the left margin. Full Block Modified Block Indented Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs are indented. Indented Paragraphs Blocked Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs begin at the left margin. Blocked Paragraphs Simplified All letter parts begin at the left margin. This format includes a subject line but omits the salutation and signature. Simplified
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
Name of Receiver
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.
Indented Paragraphs Form
Name of Receiver
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.
Blocked Paragraphs Form
Name of Receiver
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.
Simplified Style Form
Name of Receiver
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
OTHER OPTIONS
Missy Gold 1345 Main Street Anytown, VA 22879
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
Developed by Patrick Peters and Koon Wei Ho