Style’s of Business Letter
·
Full
Block Style Business Letters
Full
block style business letters have a formal appearance, however they can be used
in informal business situations as well as formal ones. If you are looking for
a single format that will work well in every situation, this is a good one to
use.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Full Block Format Business Letter
Template
Your Name
Address
Address
Phone
Today’s Date
Address
Address
Phone
Today’s Date
Recipient’s Name
Company
Address
Address
Address
Dear (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.
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
Example:
·
Modified Block Style Business Leters
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
Recipient’s
Name
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
Example:
·
Standard Format Business Letters
Standard
format business letters are quite formal. Because they include an optional
subject line, they are ideal for situations in which you need to create a
formal response or communicate about an account number or case number.
At the bottom of this template, you’ll see something the other business letter templates don’t contain. Below the signature block are three lines of text indicating that a secretary or assistant typed the letter for the sender, that a copy was sent to another recipient, and that there are enclosures. In other business letter formats, “enclosures” is written out. In standard format, the word is abbreviated.
At the bottom of this template, you’ll see something the other business letter templates don’t contain. Below the signature block are three lines of text indicating that a secretary or assistant typed the letter for the sender, that a copy was sent to another recipient, and that there are enclosures. In other business letter formats, “enclosures” is written out. In standard format, the word is abbreviated.
Standard Format Business Letter
Template
Your Name
Address
Address
Phone
Today’s Date
Address
Address
Phone
Today’s Date
Recipient’s Name
Company Name
Address
Address
Address
Company Name
Address
Address
Address
SUBJECT: Type the subject here
and underline it.
Dear (Recipient’s Name),
This
standard business letter format looks very much like the block letter format.
Notice that everything is left justified.
You will notice that this template contains some elements that are different from those in the other business letter formats on this page. First, there is a subject line. This element is optional, and can be replaced with a “RE:” line that is used to reference something specific like a previous communication or an account number. Be sure to underline this so that it stands out.
Additionally, this template has three other elements. On the line located beneath the signature block, you will notice my initials in upper case letters. A colon separates them from my assistant’s initials, which are written in lower case letters. This indicates that my assistant typed the letter for me. If you type a standard business letter yourself, you do not need to include this element.
Beneath the initials, you will see “cc:” followed by my business partner’s name. This indicates that I have sent a copy of this letter to my partner. If you write a letter like this one but don’t cc anyone, there’s no need to include this element.
Finally, you will notice the letters “encl” followed by a colon. This indicates that there are enclosures. Interestingly, the standard business letter is the only one in which you use “encl” instead of writing “enclosure” to show that a brochure, application, invoice, or other item(s) are enclosed. As you may have already guessed, you can skip the “encl” if you haven’t included anything with the letter in the envelope.
You will notice that this template contains some elements that are different from those in the other business letter formats on this page. First, there is a subject line. This element is optional, and can be replaced with a “RE:” line that is used to reference something specific like a previous communication or an account number. Be sure to underline this so that it stands out.
Additionally, this template has three other elements. On the line located beneath the signature block, you will notice my initials in upper case letters. A colon separates them from my assistant’s initials, which are written in lower case letters. This indicates that my assistant typed the letter for me. If you type a standard business letter yourself, you do not need to include this element.
Beneath the initials, you will see “cc:” followed by my business partner’s name. This indicates that I have sent a copy of this letter to my partner. If you write a letter like this one but don’t cc anyone, there’s no need to include this element.
Finally, you will notice the letters “encl” followed by a colon. This indicates that there are enclosures. Interestingly, the standard business letter is the only one in which you use “encl” instead of writing “enclosure” to show that a brochure, application, invoice, or other item(s) are enclosed. As you may have already guessed, you can skip the “encl” if you haven’t included anything with the letter in the envelope.
Sincerely,
Your First name, Last name, and
Title
YN:an
cc: Business Partner, Other entity
encl: Business letter template
YN:an
cc: Business Partner, Other entity
encl: Business letter template
Example:
·
Open Format Business Letters
The open format business letter
has a clean, formal look just as the block format letter does. It is suitable
for all business communications.
There is one major difference between this format and the other business letter formats on this page: It contains no punctuation after the greeting, and no punctuation after the closing.
There is one major difference between this format and the other business letter formats on this page: It contains no punctuation after the greeting, and no punctuation after the closing.
Example:
·
Semi-Block Format Business Letter
The semi-block format business
letter is a little less formal than the block format letter and slightly more
formal than the modified block format letter. It works well in almost all
situations and is a good choice if you find yourself on the fence about which
format to use.
Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.
Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.
Semi-Block Format Business Letter
Template
Your Name
Address
Address
Phone
Today’s Date
Address
Address
Phone
Today’s Date
Recipient’s Name
Company
Address
Address
Address
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
Example:
Part’s of Bussiness Letters
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.
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.
{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.
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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