Format of Letters

The format used for a letter is typically determined by the person writing letter. The full-block, block, semi block, and simplified letter format can be used effectively for any business letter. The hanging intended and official style formats are not used for everyday business letter.

Full Block

Full block can called complete block or block. The lines from dateline to the last notation are flush with the left margin. Paragraphs are not indented but rather begin with left margin. Single spacing is used within the paragraph and double spacing between.

Example full block letter

[date]

b-123-45

Mrs. Camelia Humahia

Fun! Japan Company

14 Pendleton Road

Scots, Pennsylvania 00012

Dear Mrs. Humahia:

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 Representatives

jls

Enclosure

Block

The block format is modified from full block format letters. This is the sample of block format. The block format is widely used because of the balanced look it gives to a letter.

[date]

Mrs. Camelia Humahia

Fun! Japan Company

14 Pendleton Road

Scots, Pennsylvania 00012

Subject: Membership of Bill Senyl

Dear Mrs. Humahia

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.

Page 2

Mrs. Camelia Humahia

[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

Semi Block

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

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

Simplified Letters

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. A subject line always is included in the simplified-letter format. If a continuation page is needed, the heading should be the same as used with the full-block format.

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

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 semi block format with the exception of the placement of the inside address, which is typed two to five lines below the signature block.

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.

Page 2

Ambrose

[date]

Thank you again.

Regards,

Paul Pendelton

Mr. Ambrose Kempers

Guam City Magazine

One Symphony Place

Guam City, Arizona 72177

PP:js

Example of a hanging-indented format letter.

[date]

Ms. Jane Kenney

1978 Malden Place

Summit, New Jersey 01005

Dear Ms. Kenney:

For a very limited time—and only to a select, qualified group—I’m authorized to send the next issue of The Armchair Reader’s Review absolutely free.

Reply by March 1, 20X5, and you’ll receive—without risk or obligation—the one publication dedicated to giving the inside knowledge on the latest in economic developments.

Mail the enclosed postage-paid reservation card by March 1, 20X5, and the next issue of The Armchair Reader’s Review is yours free. At the same time, we’ll reserve in your name a full year’s subscription at a special introductory rate.

When you receive your free issue, read it and then decide. If you can do without The Armchair Reader’s Review, write ‘‘cancel’’ on the bill when it comes. You’ll owe nothing. Your first issue will be your last. Or you can pay just $11.95 for 11 more issues—saving $24.05 off the newsstand price—and enjoy the insight that each monthly issue of The Armchair Reader’s Review delivers.

Remember that this is a special offer good for a limited time only. Please reply today.

Cordially,

Alan Sitton

Publisher

AS:JS

Enclosure