4:57 PM
Lanee' Blunt
By Lanee' Blunt
The business letter’s purpose is to inform or persuade your audience and you should avoid language that is pompous and inflated. The letter is singled spaced. Drop down two lines between paragraphs. A business letter is formatted in a different way than if you were to write a personal letter. The business letter should be well written, but it’s equally important to know how to format it correctly.
Parts of the Letter
The address should come first complete with your suite number, city, state and zip code. Omit this step if you are using letterhead stationary. Directly under the address apply the date. Write the reference line and a short sentence about what the letter is about. Beneath this write the name and address of who the letter goes to. Write the salutation. Write the body of the letter. Write the closing of the letter and drop down two lines and write your name and signature.
Block Format
Formatting rule for the block style is that the letter is left justified. For example, the address and date is on the left; drop down two lines and Dear Ms Mitchell: drop down two lines and the body begins on the left hand side of the paper. Start the body at the left side and do not indent. The formatting rule is that the entire letter has no indentions. Start a new paragraph by double spacing and then left justify the new sentences. Another rule for the block format is to single space the letter except between paragraphs. The closing is single spaced. Drop down two lines and write your name and sign the letter.
Modified Block
Modified block style is widely used in business letters. Formatting rule for the modified block style is the sender’s name and address is left justified. The date and the closing are center justified. The body of the letter is left justified without any indentions. For example, Dear Mr. Jones: Drop down two lines and left justify the body.
Semi-Block
This form of formatting is similar to the modified block style. Formatting rule for semi-block is the sender’s name and address is left justified. The date is centered in the middle of the page. Drop down two lines and left justify the salutation. Formatting rule for the body of the letter is that it is indented. Indent each paragraph instead of the paragraphs being left justified. For example, Dear Ms. Smith: Drop down two lines and indent your paragraph for the body and double space in between paragraphs. The closing is centered and your name is centered.
Reference:
Daily Writing Tips: How to Format a US
Purdue Online Writing Lab
[Image of business letter] (n.d.). Retrieved from http://www.office.xerox.com/small-business/tips/business-letter/enus.htm
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