LettersLettersThe three Basic letter formatsThe three Basic letter formats

Block FormatBlock FormatPlace all the letters elements flush against the Place all the letters elements flush against the left-hand margin. left-hand margin. Do not indent the first word of each paragraphDo not indent the first word of each paragraph

Modified Block FormatModified Block FormatSame as the full block with 2 exceptions: date Same as the full block with 2 exceptions: date line and closing signature are place on the right line and closing signature are place on the right side of the pageside of the page

Simplified FormatSimplified FormatHas no salutation & no complimentary close, but Has no salutation & no complimentary close, but always has subject linealways has subject lineUseful for impersonal situations, or where the Useful for impersonal situations, or where the identity of recipient is not known; involves less identity of recipient is not known; involves less typingtyping

Elements of a letterElements of a letterHeadingHeading: your address and name placed : your address and name placed according to the format you have chosenaccording to the format you have chosen Spell out words such as Spell out words such as avenue, street, avenue, street,

apartmentapartment etc. (but use Apt. if the line is too etc. (but use Apt. if the line is too long)long)

Put an apartment number to the right of the Put an apartment number to the right of the street address. If street address is too long, put street address. If street address is too long, put apartment no. on the next line.apartment no. on the next line.

Spell out numbered street names up to Twelfth.Spell out numbered street names up to Twelfth. To avoid confusion, put a hyphen between the To avoid confusion, put a hyphen between the

house and street no. (1021-14th Street)house and street no. (1021-14th Street) For example:For example:

4217 East Eleventh Avenue4217 East Eleventh Avenue Apartment 3Apartment 3 Austin, TX 78701Austin, TX 78701

DateDate Spell out the monthSpell out the month Avoid Using use ordinal indicators, such as 1st, 3Avoid Using use ordinal indicators, such as 1st, 3rdrd

October 20, 2007October 20, 2007

Inside addressInside address Use correct personal title (Mr., Ms., Dr., Professor etc) and Use correct personal title (Mr., Ms., Dr., Professor etc) and

business title (Director, Manager, etcbusiness title (Director, Manager, etc Write the firm’s name exactly, adhering to its practice of Write the firm’s name exactly, adhering to its practice of

abbreviating or spelling out such words as abbreviating or spelling out such words as companycompany and and corporationcorporation..

Place the reader’s title after his or her name or on a line by Place the reader’s title after his or her name or on a line by itself, whichever best balances the inside address.itself, whichever best balances the inside address.

Use the title Ms. For a woman, unless you know that she Use the title Ms. For a woman, unless you know that she prefers to be addressed in another way.prefers to be addressed in another way.

Ms. Susan WardellMs. Susan Wardell Director of planningDirector of planning Acme Bolt and FastenerAcme Bolt and Fastener 23201 Johnson Avenue23201 Johnson Avenue Arlington, AZ 85322Arlington, AZ 85322

Attention LineAttention Line::

used when you don’t name the reader (“Attention used when you don’t name the reader (“Attention Personnel Manager)Personnel Manager)

Place the line 2 spaces below the inside addressPlace the line 2 spaces below the inside address Place the word Place the word AttentionAttention against the left margin. Do against the left margin. Do

not follow it by a colon.not follow it by a colon. If the first line names an office, address the office, use If the first line names an office, address the office, use

an attention line, or use a subject line.an attention line, or use a subject line.

Salutation:Salutation: agrees with first line of the inside address. A colon or agrees with first line of the inside address. A colon or

comma always follows it.comma always follows it. If the first line names an individual (Ms. Ann Burdick), If the first line names an individual (Ms. Ann Burdick),

say “ Dear Ms. Burdick:”say “ Dear Ms. Burdick:” If the first line names a company (Dougherty If the first line names a company (Dougherty

Contracting), repeat the name of the company Contracting), repeat the name of the company (“Dougherty Contracting:” or just “Dougherty (“Dougherty Contracting:” or just “Dougherty Contracting:”) or use the simplified format with a Contracting:”) or use the simplified format with a subject line.subject line.

ExamplesExamples

Personnel DirectorPersonnel Director Firari & Firari, AccountantsFirari & Firari, Accountants Dear Personnel Director: (or)Dear Personnel Director: (or) Attention Personnel Director (or)Attention Personnel Director (or)

Subject lineSubject lineFollow the word subject with a colonFollow the word subject with a colon

For emphasis, you may either completely For emphasis, you may either completely capitalize or underline the subjectcapitalize or underline the subject

Body of the LetterBody of the Letter

Single-space the body.Single-space the body. Try to balance the body on the page.Try to balance the body on the page. It should cover the page’s imaginary middle line.It should cover the page’s imaginary middle line. Use several short paragraphs rather than one long one. Use several short paragraphs rather than one long one. Use 1 inch margin in the right and leftUse 1 inch margin in the right and left

Complimentary closeComplimentary close Use simple closings such as “Sincerely” or “Sincerely Use simple closings such as “Sincerely” or “Sincerely

yours”yours” Capitalize only the first word of the line.Capitalize only the first word of the line. Place a comma after the closePlace a comma after the close Place the company name immediately below the Place the company name immediately below the

complimentary closecomplimentary close Allow space for the handwritten signatureAllow space for the handwritten signature Place the writer’s title pr department, or both, below his or Place the writer’s title pr department, or both, below his or

her typed name. her typed name. Examples:Examples: Sincerely yours,Sincerely yours, Sincerely,Sincerely,

Name and SignaturesName and Signatures

Planning Business lettersPlanning Business lettersApproaching your audienceApproaching your audience

StyleStyleThe “You” approachThe “You” approach

Types of Business LettersTypes of Business LettersLetters of inquiryLetters of inquiryTransmittal lettersTransmittal lettersSpecification change lettersSpecification change letters