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Business Letter Formats

There are four main business letter formats: full block, indented paragraphs, blocked paragraphs, and simplified. The full block format has all parts of the letter beginning at the left margin. Indented paragraphs has the date, signature, and closing beginning at the horizontal center with indented body paragraphs. Blocked paragraphs also centers the date, signature, and closing but keeps body paragraphs at the left margin. Simplified omits the salutation and signature, including a subject line instead. Additional options include placing the address or date in different positions within the letter.

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404 views4 pages

Business Letter Formats

There are four main business letter formats: full block, indented paragraphs, blocked paragraphs, and simplified. The full block format has all parts of the letter beginning at the left margin. Indented paragraphs has the date, signature, and closing beginning at the horizontal center with indented body paragraphs. Blocked paragraphs also centers the date, signature, and closing but keeps body paragraphs at the left margin. Simplified omits the salutation and signature, including a subject line instead. Additional options include placing the address or date in different positions within the letter.

Uploaded by

Roshio Tsuyu Tejido
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Business Letter Formats

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.
Letter Format

Features

Sample
Letter

Full Block

All letter parts begin at the left margin.

Full 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

All letter parts begin at the left margin. This format includes a
subject line but omits the salutation and signature.

Simplified

Modified
Block

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.
Full Block Form

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address
Dear __________:
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.
Sincerely,
Your Signature
Your Name
Your Title

Indented Paragraphs Form


Your Name
Address
Phone Number
E-mail (optional)

Date

Name
Title
Company
Address

of

Receiver
Name

Dear __________:
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.

Sincerely,
Your Signature
Your
Your Title

Name

Blocked Paragraphs Form


Your Name
Address
Phone Number
E-mail (optional)

Date

Name
Title

of

Receiver

Company
Address

Name

Dear __________:
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.

Sincerely,
Your Signature
Your
Your Title

Name

Simplified Style Form

Your
Address
Phone
E-mail (optional)

Name
Number

Date

Name
Title
Company
Address

of

Receiver
Name

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
YOUR TITLE

NAME

OTHER OPTIONS

If you are using block format, you can place your address anywhere on the letter. You can

place it at the top of the page (top center or top right side), or you can put your address at the end of
the letter after your signature and name, regardless of which format you use.
If you are using block form, you can place the date on the left, in the center, or on the right.

However, if you are using the indented form, it is usually better to place the date on the right or on
the left. Do not put it in the center.
With the indented form, you can put your signature on the right or left side of the page.
If you want to make your letter stand out, boldly type your name in a larger font at the top of
the letter and type your address just below it in a smaller font. Example:

Missy Gold
1345 Main Street
Anytown, VA 22879

The word processing program in your computer might have some standard letter templates that
can help you. These programs generally have many different style and format options. Check your
template feature or the help desk on your word processing program to see your options. Some key
words you can try are:
letters
create a letter
write a letter
resumes

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

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