Login

Fillable Printable Guide to Formatting Business Letters

Fillable Printable Guide to Formatting Business Letters

Guide to Formatting Business Letters

Guide to Formatting Business Letters

Eng 209W Hurley
A Guide to Formatting Business Letters
Business letters can get you anything you
want if you can write letters that turn people
on instead of off.
This class teaches you how to turn readers on with effective business letters. Although
many business people today are writing fewer letters and more email messages, you will
still find many occasions when letters are required. When you need a formal record of an
inquiry, response, or complaint, letters are the best communication channels.
This guide consists of the following:
Parts of Business Letters
4 Business Letter Formats
Organizational Plans for Letters and Memos
Direct Approach for routine, unpersuasive messages
Indirect Approach for negative and sensitive messages
AIDA approach for persuasive messages
1
Eng 209W Hurley
Parts of Business Letters
Freebird Publishers
600 Hulu Manu Avenue Honolulu, HI 96817
www.freebird.com Ph (808) 841-2345 Fax (808) 123-4567
optional
clip art
logo
letterhead
line 13 or 2 lines below letterhead
June 4, 200xx
4+ lines to center letter on page
Ms. Kaliko Hurley
Muwekma Native American Cultural Center
Stanford University
inside address
1210 Tressider Mall
Stanford, CA 94309-1210
2 lines
Dear Ms. Hurley,
2 lines
Salutation
Subject line (optional but good to have)
SUBJECT: FORMATTING BUSINESS LETTERS
Thank you for your letter of May 25.Here is letter formatting in a nutshell. The most important
points to remember are these.
effective
letters do
not start
with "I"
or "We"
1. Side margins are between one and two inches for that the letter is centered in the middle
of the page.
a list is effective for questions and quick details
2. The date begins two inches from the top edge of the paper or two lines below the
letterhead, whichever position is lower.
3. The inside address is usually about five inches after the date, but it can be further down if
the letter is short.
This letter is a full block letter and is easy to type since all lines begin at the left margin (the four
formats are: full block, block, modified block, and AMS simplified)The complementary close is
followed by three or four lines for the writer's signature and title. Typist's and enclosure notations,
if used, appear in the lower left corner, as shown below. By the way, the font for this letter is
Times 11.
So that you can see additional styles, I've enclosed a copy of our office style guide. Please let me
know if I may be of any additional assistance. Best wishes for a successful semester.
2 lines
Sincerely,
4 lines
Thomas O'Reily
signature block with
complementary close
space for signature
typed name and title
Editor
2-4 lines
Besides typist's notations, other common notations include:
- Enclosure (means something included in envelope)
- Attachment (something is stapled or paper clipped to document)
- CC (copy – with the name of the person receiving a copy)
typist's notations:
author's then and
typist's initials
TR:rm
2
Eng 209W Hurley
4 Business Letter Formats
Side by Side Comparison of Design
Full Block Block
Letterhead
date
inside address
salutation
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
complementary close
signature block
Letterhead
date
inside address
salutation
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
complementary close
signature block
Modified Block AMS Simplified
Letterhead
date
inside address
salutation
xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
complementary close
signature block
Letterhead
date
inside address
SUBJECT ALL CAPS
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
NAME AND TITLE ALL CAPS
Templates of the four formats will be available online. To use, substitute your
words for the words in the template
The format for each letter follows
3
Eng 209W Hurley
Full Block Letter Format
All lines begin at the left margin
LETTERHEAD
line 13 or 2 lines below letterhead
Date
4 – 10 lines here, so as to center letter on page
Addressee's Name and Title
Company Name
inside address is single spaced with no
abbreviations except for state abbreviation
Street Address
City, State Zip
double space
Dear addressee's last name,
double space
SUBJECT: a brief descriptive title
double or triple space
Notice that the first line of each new paragraph starts here at the left margin. xxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
Type a double space between paragraphs. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
1. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
2. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
Sincerely,
note: for shorter letters, use wider margins
to keep the text of the letter centered on the
page vertically
4 lines for signature
Typed Name of Sender
Title of Sender
4
Eng 209W Hurley
Block Letter Format
All lines except the date and signature block begin at the left margin
LETTERHEAD
Date line 13 or 2 lines below letterhead
4 – 10 lines here, so as to center letter on page
Addressee's Name and Title
Company Name
Street Address
City, State Zip
double space
Dear addressee's last name,
double space
SUBJECT: optional, a brief descriptive title, may be at the left margin or centered
double or triple space
Notice that every new paragraph starts at the left margin. The difference between the full
block letter (previous) and this block letter is that in this format, the date and signature
block line up on the same tab. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxx.
double space
Sincerely,
4 lines for signature
Typed Name of Sender
Title of Sender
inside address is single spaced with no
abbreviations except for state abbreviation
double space
Typist's Notations
double space
Other notations
note: for shorter letters, use wider margins
to keep the text of the letter centered on the
page vertically
If possible, letter should be 3
paragraphs for good visual effect
5
Eng 209W Hurley
Modified Block Letter Format
The date and signature block begin at the center or to the right of center of the page. The first line
of each paragraph is indented, and the subject line is centered.
LETTERHEAD
line 13 or 2 lines below letterhead
Date lines up with signature block below
4 – 10 lines here, so as to center letter on page
Addressee's Name and Title
Company Name
Street Address
City, State Zip
double space
Dear addressee's last name,
double space
SUBJECT: optional, a brief descriptive title
double or triple space
This format is very different from the previous two. In this modified block letter,
each new paragraph starts at the left margin. The date and signature blocks line up on the
same tab. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
Sincerely, lines up with date above
4 lines for signature
Typed Name of Sender
Title of Sender
inside address is single spaced with no
abbreviations except for state abbreviation
double space
Typist's Notations
double space
Other notations
note: for shorter letters, use wider margins
to keep the text of the letter centered on the
page vertically
If possible, letter should be 3
paragraphs for good visual effect
6
Eng 209W Hurley
AMS Simplified Letter Format
All lines begin at the left margin. The salutation and complementary close are eliminated. A subject
line is included. The addressee's name is blended into the text.
LETTERHEAD
line 13 or 2 lines below letterhead
Date lines up with signature block below
4 – 10 lines here, so as to center letter on page
Addressee's Name and Title
Company Name
inside address is single spaced with no
abbreviations except for state abbreviation
Street Address
City, State Zip
double space
SUBJECT LINE IN ALL CAPS
double or triple space
The AMS Simplified letter works best for direct request and goodnews messages. In this
format, each new paragraph starts at the left margin. The date and signature blocks are at
the left margin. In place of the "dear" line is the subject in all caps withou t the word
"subject." At the end of the letter, in place of the "sincerely" line is the name and title of
the sender in all caps. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
double space
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxx
4 lines for signature
TYPED NAME OF SENDER – TITLE OF SENDER
double space
Typist's Notations
double space
Other notations
note: for shorter letters, use wider margins
to keep the text of the letter centered on the
page vertically
If possible, letter should be 3
paragraphs for good visual effect
7
Eng 209W Hurley
Organizational Plans for Letters and Memos
Direct Approach
for routine,
unpersuasive
messages
Indirect
Approach
for negative
messages
AIDA
for persuasive
messages
Used for Direct requests (that do
not require convincing),
information memos
and letters, Good news
messages
Bad news messages
(that give news
favorable to the reader)
Persuasive requests
(that need to convince
in the reader); Sales
Situations such
as:
complaints and claims;
reservations;
appointments; orders;
requests for action;
inquiries about goods,
people, or services;
good news about hiring,
credit, claims, other
good news
refuse claims, refuse
credit, decline services
and favors, negative
news about orders; turn
down applicant; other
bad news
persuasive requests for
help, favors, donations,
cooperation, special
privileges, exceptions to
company policy and
warranties
Start with
Main Idea:
request: Please send me
your latest catalog.
good news: Good news!
Your loan is approved.
Buffer:
appreciation: Thank you
for your letter.
other positive opening:
You are right to expect
good service.
Attract the reader’s
favorable attention:
No, you will not be
paying higher taxes this
year.
Then Explanation: details to
help the reader respond
correctly, devices for
easy-reading like
bulleted lists and
numbered questions,
development of you
attitude, positive
emphasis and reader
benefit
Explanation and
Alternatives: needed
details, answers to
questions, tactful
imbedded bad news,
counterproposal, ideas
for getting needed help
or for future changes;
sales promotion for
other products available
Arouse the reader’s
interest to continue
reading the letter: In
fact, thanks to Fred
More, your taxes are
lower this year.
Create desire to help:
needed details, clear
benefits to reader,
End with
Motivation and Polite
Closure: clear and easy
action, appreciation,
polite closure to build
goodwill
Positive, Friendly
Closure: appreciation,
invitation to future
action, good wishes,
forward look
Easy Action: clear and
easy action,
appreciation, closure to
build goodwill
Include as
needed:
visual aids, catalog
pages, brochures
application blanks,
stamped envelopes
visual aids, stamped
envelopes
sources: M.E. Guffey, Essentials of Business Communication; Kitty Locker, Business and Administrative Communication,
Leslie Munro Eng 209 Booklet; Bull’s Eye Business Writing Tips
http://www.basic-learning.com/wbw/tip03.htm
8
Login to HandyPDF
Tips: Editig or filling the file you need via PC is much more easier!
By logging in, you indicate that you have read and agree our Terms and Privacy Policy.