Styles of a Business Letter

The format used for a letter is typically determined by the person writing the letter. Sometimes a company will have a house style for a format in which letters must be written, but typically the writer must choose the format.

The full-block, block, semiblock, and simplified-letter formats presented here can all be used effectively for writing any business letter. Some letter writers find that the simplified letter is not traditional enough for their taste; others find it a perfect solution to the problem of sexist language in letter salutations. Be that as it may, these four formats are the standard ones used for most business letters written today.

The hanging-indented and official-style formats discussed here are not used for everyday business letters. Their use indicates that a particular type of letter is being written. A discussion of the appropriate use of these formats is included in this chapter.

Full Block

The full-block format, sometimes called ‘‘complete block’’ or simply ‘‘block,’’ is shown in Sample Letter 4.1. In this format, all the lines of the letter, from the dateline to the last notation, are flush with the left margin.

Paragraphs are not indented but rather begin flush with the left margin. Single-spacing is used within the paragraphs, and double-spacing between.

The dateline is most often typed three lines below the letterhead. Depending upon the length of the letter, however, it may be typed anywhere from two to six lines below the letterhead. If there is a reference line, it should be typed directly below the dateline.

The inside address is most often typed four lines below the dateline (or reference line if there is one) but may be typed anywhere from two to twelve lines below the dateline depending upon the length of the letter. If there is an attention line it should be typed two lines below the address and two lines above the salutation.

Example of full-block format letter.

[date]

A-354-29

Mr. Alexander Campbell

Bethany Bagel Company

14 Pendleton Road

Scots, Pennsylvania 00012

Dear Mr. Campbell:

The records you requested are enclosed. Due to the technical difficulties we have in processing microfilm, I am unable to provide better quality copies.

I am sorry for any inconvenience this may cause. If I can be of any further assistance, please call me or another customer service representative on our toll-free number 1-800-555-1212.

Sincerely,

Ambrose Kemper

Customer Service Representative

jls

Enclosure

The salutation should be typed two lines below the inside address or attention line if there is one. If there is a subject line, it is typed two lines above or below the salutation. The body of the letter begins two lines below the salutation or subject line if there is one.

Two lines below the last line of the letter, the complimentary close is typed. The signature block is typed four lines below the complimentary close.

An identification line is typed two lines below the signature block. All other notations (e.g., enclosure, distribution) are typed two lines below the identification line.

Block

The block format, sometimes called ‘‘modified block’’. This format differs from the full-block in the position of the dateline (and reference line if there is one) and the complimentary close and signature block.

The dateline is usually aligned with the right margin, although sometimes it is centered in relation to the printed letterhead if this presents a more balanced look. In the samples in this book, the dateline is flush with the right margin.

The complimentary close and signature block can correctly be placed in any of several locations. In the samples in this book, they appear just to the right of center, but you should realize that other positions may also be used.

Paragraphs are not indented. The spacing of various parts of the block-format letter is the same as for the full-block format.

Example of block format.

[date]

Mr. Jacob L. Martin

Investigative Management

25 Huntington Avenue, Suite 408

Boonton, New Jersey 07005

Subject: Membership of Bill Senyl

Dear Mr. Martin:

As we feared, Mr. Senyl is no longer a member of the Investment Managers Society of America. He was a member for just one year from May 20X6 through May 20X7, at which point he allowed his membership to lapse.

In his application, he indicated licenses and registrations in accounting, life insurance, law, real estate, and securities. He also indicated he was a registered investment advisor with the Securities and Exchange Commission. He indicated his highest level of education was a Ph.D., not a Masters degree, as you mention he suggested to you. He also stated that he had memberships in the American Bar Association, American Society of Certified Life Underwriters, and the Million Dollar Round Table.

Mr. Jacob L. Martin

[date]

We certainly appreciate your interest and assistance. Your information will be lodged with the membership department of the Investment Managers Society of America.

Sincerely,

Lisa Antolini

General Counsel

la/js

The block format is widely used because of the balanced look it gives to a letter. Since everything is flush with the left margin in the full-block format, it almost appears as if the letter might tip over to the left. In the block format, since the date, complimentary close, and signature block are toward the right, the letter is balanced in place and not tipped to either side.

Semiblock

The only difference between this and the block format is that the paragraphs in the semiblock format are indented.

Simplified Letter

The simplified-letter format departs significantly from the formats described thus far; an example appears.

Example of semiblock format letter.

[date]

Mr. Roger Perkins

95 Belltoll Road

Ketchum, Idaho 00005

Dear Mr. Perkins:

Thank you for sending your work samples and discussing your views about the editor’s position we have open. I’ve reviewed your work and reflected at length on our last conversation, particularly your hesitancy to take on an assignment to demonstrate your editorial approach to analytical topics. Since we talked I’ve interviewed several other candidates with substantial editorial credentials and have become convinced that proven analytical skills or technical knowledge of the investments area are important prerequisites for the job.

My conclusion is that your background is not appropriate for the position and, frankly, that you would not enjoy the job during a necessary period of training. If, however, you are interested in establishing a freelance relationship with our publication, I’d be happy to consider using you.

Thanks again, Roger, for your interest in the job.

Cordially,

Gloria Hoagland

Publisher

GH/ec

Example of simplified-letter format.

[date]

Professor Alan Campbell

Lazarus College

43 Lorraine Terrace

Plattsburgh, New York 02134

OPINION LETTERS ON MARKETING TEXTBOOK

Enclosed is a group of opinion letters for your text, Marketing: A New Approach. We hope these letters will be of considerable interest to you and help you in making revisions to the second edition of the book.

As more of these letters come in, I will send groups of them along to you so that you may read the comments your colleagues have made about your book.

OTTO SCOTT—EDITOR

OS/js

Enclosures

The most obvious variation in the simplified-letter format is its lack of salutation and complimentary close. It is a good way to address an unknown audience that may consist of both men and women or only one of these two groups.

In a simplified letter, all lines are flush with the left margin, including the dateline, reference line (if there is one), and the signature block. The dateline is typed six lines below the letterhead. The inside address is typed four lines below the dateline or reference line.

A subject line always is included in the simplified-letter format. It is typed in all capital letters, three lines below the inside address and three lines above the body of the letter.

Paragraphs are not indented in the simplified-letter format. Five lines below the body of the letter, the signature block is typed in all capital letters. The writer’s signature is signed above the signature block. If there is an enclosure notation it is typed a single space below the identification line. Any other notations are typed two lines below the enclosure notation.

If a continuation page is needed, the heading should be the same as used with the full-block format. The addressee’s name should appear six lines from the top of the plain sheet, flush with the left margin. The page number should be typed directly below the name, and the date directly below the page number.

Official Style

The official-style format is used mostly for personal correspondence and is often written by executives on their personalized business stationery. This format is the same as the semiblock format with the exception of the placement of the inside address, which is typed two to five lines below the signature block.

If there is an identification line in the official-style format, it is typed two lines below the inside address. Any enclosure notations are typed two lines below the identification line.

Example of an official-style format letter.

[date]

Dear Ambrose:

Your article that appears in December’s Guam City Magazine made good reading. It was informative and well written for the layman like me.

On behalf of Alan, Mike, and Gus, whom you cited in the article, as well as the whole crew here at Natick Nautical, I want to thank you for including us in the article. The exposure is great, especially in such a well written and widely read piece.

Ambrose

[date]

Thank you again.

Regards,

Paul Pendelton

Mr. Ambrose Kemper

Guam City Magazine

One Symphony Place

Guam City, Arizona 72177

PP:js

Hanging Indented

The use of the hanging-indented letter format is reserved for sales or advertising letters.

The first line of each paragraph of the hanging-indented letter is flush with the left margin. The remaining lines of that paragraph are indented five spaces. Single-spacing is used within paragraphs and double-spacing between.

The dateline is flush with the right margin and typed three lines below the letterhead. The inside address and salutation are flush with the left margin and blocked exactly as in the block format discussed earlier in this chapter. The complimentary close, signature block, and all subsequent notations are positioned similarly to the way they are placed in the semiblock letter format.

The main difference between the hanging-indented format and the semiblock format is the difference in the indentation of paragraphs. If there is a postscript in a hanging-indented letter, it is also typed with the first line flush left and the remaining lines indented five spaces.

Example of a hanging-indented format letter.

[date]

Ms. Jane Kenney

1978 Malden Place

Summit, New Jersey 01005

Dear Ms. Kenney:

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Cordially,

Alan Sitton

Publisher

AS:JS

Enclosure

REFERENCES

The AMA handbook of business letters / Jeffrey L. Seglin with Edward Coleman.—3rd ed

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