Letter Format Address Block
KCI Reader-Based Writing Style Guide
Semiblock letters have
indented paragraphs. The
return address (if not part of
the letterhead), the date, the
reference line, the
complimentary closing, and
the signature block are right
of center. All remaining
elements are flush left.
Standard punctuation has
minimal punctuation with a
colon or comma after the
salutation and a comma after
the complimentary closing.
1 Letterhead/Return Address—
Business letterheads provide
the name, address, and phone
number of the organization
sending the letter. The
letterhead may also include the
company logo and fax
number(s). When letterhead
stationery is not available, a
return address with the same
information that a letterhead
contains is placed immediately
above the date line in the
letter. In a semiblock letter, the
return address is typed right of
2 Date Line—The date line is
placed two or three lines below
the letterhead (or as many as six
lines, if the letter is short). If no
letterhead is used, the date line
is directly beneath the return
address. Usually, the date
order is month, date, year:
July 10, 1995. However, the
U.S. Government and many
foreign countries place the day
before the month: 10 July 1995.
Abbreviations should not be
3 Reference Line or Block—
Reference lines or blocks are
one or two lines below the date
line. Reference lines are
usually aligned with the date.
They can begin with RE or
Reference. Sometimes a lead-in
is needed to clarify the
4 Special Notations—Special
notations appear two lines
below the date or reference
line. When an inside address is
included, the notation appears
between the date or reference
line and the inside address.
Capital letters are used to make
the note more visible. When
two or more notations apply to
a single letter, one appears
directly below the other.
5 Inside Address—The inside
address appears below the date
or reference line. It is
consistent with the format,
spelling, and punctuation
shown on the receiving
organization's letterhead or
typed return address. Letter
length dictates the number of
lines that are inserted between
the date or reference line and
the inside address.
ACORN WHOLESALE F OODS, INC.
2345 South 1300 East
Salt Lake City, Utah 84105
Telephone (801) 364-5567
October 30, 1995
In reply to: Your Letter
October 24, 1995
Mr. Fred Tanner
LowPrice Food Stores
1823 South 2400 West
West Valley City, UT 84335
Dear Mr. Tanner:
SUBJECT: Details of the Spring 1995 Fleur-de-lis Charcoal Program
Thank you for your letter concerning our Spring Fleur-de-lis Charcoal
Program. We are very excited about this program and feel it will provide
many growth opportunities for LowPrice Food Stores throughout the
country. The details of the program are outlined below.
The partnership between Acorn Wholesale Foods and LowPrice
continues to grow and we are delighted with the fine charcoal season we
had in 1994. Your sales results mirrored our national figures as Fleur-de-
lis outperformed all other charcoal brands in both units and dollars and
attained a 64% market share. These results are a direct reflection of the
advertising and merchandising support LowPrice has given Fleur-de-lis,
yet there are still opportunities to further develop our business, especially
through our Spring Fleur-de-lis Charcoal Program.
Spring Fleur-de-lis Charcoal Program
Early Season Inventory Levels
We agreed that adequate early season inventories (e.g., late February,
early March) are critical to a successful year. Our extended dating on all
orders shipped prior to March 31 provide incentive to display charcoal
prior to those first warm spring days.
Semiblock Letter, Standard Punctuation
KCIReader-Based Writing Style Guide
6 Salutation—The salutation
appears two spaces below the
inside address and usually
begins with Dear followed by
the title and name of the
addressee. In standard style
punctuation, a colon (formal
letters) or comma (informal
letters) follows the salutation.
7 Subject Line—Subject lines
define the subject of the letter.
They appear two lines below
the salutation and two lines
above the first line of the text.
Subject lines are emphasized by
using boldface type,
underlining, or all capitals.
8 Text or Body—The text or
body begins two lines below
the salutation. Text is usually
single-spaced with one blank
line between paragraphs
(indented in a semiblock style
letter). Headings highlight the
organization of the letter and
emphasize key points or
sections. If the text extends to a
second page, at least three lines
of text should be on the second
9 Headings for Continuation
begin with a heading that
contains the name of the
addressee, the page number,
and the date. They may also
include the reference.
10 Complimentary Closing—The
complimentary closing appears
two lines below the last line of
text and is right of center.
11 Signature Block—The
signature block is four or five
lines below the complimentary
closing and is right of center.
The signature block contains
the handwritten signature of
the writer, the full typed name
of the writer, and the title of the
writer. The company name is
12 Reference Initials—Reference
initials (the writer's initials and
the secretary's/typists' initials)
are two lines below the last line
of the signature block and flush
with the left margin. Writer's
initials are in all capitals,
followed by a slash or colon,
and then followed by the
secretary's/typist's initials in
13 Enclosure Notation—
Enclosure notations remind
readers that one or more
enclosures are included. These
notations appear directly under
the reference initials.
14 Courtesy Copy Notation—
Courtesy copy notations, which
show the distribution of the
letter, are two lines below the
enclosure notations and flush
left. All others receiving the
letter besides the addressee are
Extension of the Season
Your November Smoked Turkey feature is an excellent example of how to
capture late season sales. Most retailers stop advertising and stocking charcoal
by late July, ignoring a growing market of consumers who barbecue late into the
fall and at Thanksgiving. An increase in August through October sales features
will provide increased sales and profits for LowPrice.
Fleur-de-lis 15# Bags
I have enclosed pricing and display information for the Fleur-de-lis 15# bags,
which may be the right size product for LowPrice. However, because of the
success you have had with the traditional 8# bag, I suggest you test this size in a
few of your "high-traffic" stores early in the season to get a feel for its viability as
a successful everyday item.
Shipment of Fleur-de-lis Start-Lite
We have developed a 30-case pallet that will allow us to ship you large
quantities of our highly successful Fleur-de-lis Start-Lite charcoal starter. We
will be sending you a sample of our starter next week. We have reserved 7,000
units for LowPrice ad will await your decision concerning your purchase of all
the reserved units.
I have included a recap on invoice costs for each product you discussed in
your letter. All product specifications and configurations are included in the
Fleur-de-lis binder I sent you last month.
Fleur-de-lis has been a very successful brand at LowPrice, and we look
forward to another successful year and an opportunity to grow our business
even further. Your input was very valuable, and we hope that you will continue
to provide us with suggestions for improving our service to you.
Please let us know if we can provide you with any other information relating
to Fleur-de-lis or any of our other products.
Regional Sales Director
Acorn Wholesale Foods, Inc.
cc: Mrs. Florence Partridge
Mr. Tanner -2- October 30, 1995